Administrator

Job description

Job responsibilities

Management of Service

Promote the image of the organisation and services by ensuring that all information and communication is up to date and suitably presented.

Support the management team to ensure that internal and external communication systems are in place.

Ensure that all complaints, compliments, concerns, comments and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately, supporting junior staff where necessary.

Respond to telephone, email and written queries on behalf of the service area including call handling where appropriate as agreed with line manager.

Arrange appointments, meetings and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available, in conjunction with the manager where required.

To produce informal and formal minutes as an accurate record of meetings, transcribing and distributing as directed.

Maintain accurate and timely electronic and hard copy information e.g. training logs using organisational systems as directed (ensuring ease of access/retrieval as appropriate) and in line with policies.

Supporting operational staff to access management information; electronic and hard copy.

Collect and collate data to enable managers to monitor budgets and performance in relation to business support function with support of line manager.

Collect, collate and prepare information for service area users with support of line manager.

Maximise the use of electronic systems to enable effective management of the service area such as Microsoft Office and patient record systems.

Be compliant with the Data Protection and record management policies and procedures with particular reference to confidentiality and safeguarding issues.

Be proactive and contribute ideas for improvement in the way the service is delivered.

Able to work on own initiative, prioritising work within defined policies and procedures to set timescales.

Ensure that all office support services e.g. post, fax, filing, photo copying, are delivered in a timely manner.

Staff management & development

Provide the day to day supervision and line management of junior staff where appropriate, including performance management, absence management and appraisal.

Demonstrate own activities to new or less experienced employees.

Financial management

Monitor stock e.g. stationery and order supplies and equipment as required within the business area.

Mental Effort:

Frequent concentration is required when inputting into systems, typing documents, making appointments & processing records with a need to ensure accuracy.

The work is usually predictable but there may be interruptions from telephone calls, visitors and staff & occasionally imposed deadlines.

Emotional Effort:

There may be some exposure to service users who may exhibit difficult & challenging behaviours

Working conditions:

Exposure to unpleasant conditions is rare/occasional. May be exposed to verbal aggression from patients. Will use VDU for high proportion of time.

The flexible nature of the job may require post holder to move within the team or within the wider organisational setting as required and undertake similar duties.

Person Specification

Skills

• Good writing, typing, data entry and telephone skills ensuring accuracy.
• Ability to communicate verbally and in writing to a good level (face to face and over the telephone).
• Ability to prioritise own workload.
• Ability to work effectively as part of a team.
• Ability to use initiative organising own workload to set deadlines within the scope of role.
• Organised, efficient and accurate.
• Flexible and adaptable willing to learn new skills.
• Able to analyse problems and initiate appropriate solutions effectively.
• Able to apply tact and sensitivity to establish trust and support.

Qualifications

• Educated to NVQ 3 in a relevant subject or equivalent level of qualifications or significant equivalent previous experience and knowledge.

• NVQ 3 in Business Administration or equivalent
• ECDL / RSA or equivalent qualification

Experience

• Substantial experience of working in an administrative environment using computerised data systems.
• Experience of supervising other staff members

• Experience of working in a health or social care office environment.

Knowledge

• Working knowledge of Microsoft Office including Word and Excel.
• Understanding of confidentiality & data protection legislation.
• Able to build effective working relationships with customers and colleagues/staff.

• Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
• Ability to use Business applications
• Knowledge of patient record systems i.e Eclipse, Systmone.

Skills

• Good writing, typing, data entry and telephone skills ensuring accuracy.
• Ability to communicate verbally and in writing to a good level (face to face and over the telephone).
• Ability to prioritise own workload.
• Ability to work effectively as part of a team.
• Ability to use initiative organising own workload to set deadlines within the scope of role.
• Organised, efficient and accurate.
• Flexible and adaptable willing to learn new skills.
• Able to analyse problems and initiate appropriate solutions effectively.
• Able to apply tact and sensitivity to establish trust and support.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants.

Employer details

Employer name

Livewell Southwest

Address

Crownhill Court, Tailyour Road, Plymouth

Plymouth

PL5 4ET

https://www.livewellsouthwest.co.uk/