Administrator in Gloucester

ABL Health delivers the Healthy Lifestyles service in Gloucestershire, commissioned by Gloucestershire County Council. This transformative service seeks to work collaboratively with communities to transform the lives of the local population. The service will support residents to help them lose weight, stop smoking, reduce alcohol consumption, get more active and improve their wellbeing – all embedded in sustainable behaviour change. The service will also deliver the Healthy Beginnings programme supporting families and young children and the Healthy Workplace award scheme.

Main duties of the job:

• You will provide administrative support to Gloucestershire Service.
• Working with the Head of Service and the rest of the team, you will ensure the smooth running of the office and the administration of the programme to meet targets and deadlines.
• You will be based in our Gloucester office.

Key Responsibilities:

• Provide patient and health professional letters, patient database updates, appointment bookings, telephone queries and liaise with health professionals and colleagues.
• Handle incoming calls, transferring to the relevant person/department and ensuring messages are managed efficiently.
• Provide general clerical and administrative support, including word processing and filing routine correspondence, following established systems for allocation and completion of work.
• Maintain confidential patient files on a database and paper, and manage and handle incoming healthcare referrals adhering to company timescales.
• Book appointments for clients and use appropriate calendar software.
• Record client data accurately on the appropriate service database.
• Use IT systems, including Excel, Word and in‑house database, for information exchange.
• Encourage and assess patients’ readiness for specific behaviour change.
• Source new venues with service leads.
• Weekly monitor workload and service targets.
• Dispense Nicotine Replacement Therapy through postal services.

Skills and Competencies:

• Experienced administrator used to working in a health and/or community setting.
• Proficient with Microsoft Office and health‑related database systems.
• Positive and proactive working at pace with multiple tasks.
• Strong communication skills, positive and welcoming style with all patients, health professionals and colleagues.
• Good team player, capable of working independently on own tasks.
• Quality‑driven, naturally seeking high standards and actively seeking to improve them.
• Open to new ideas and perspectives.

Standard Information:

Employees of ABL Health must comply with GDPR and the Data Protection Act 2018. They must also comply with the Health & Safety at Work Act 1974, safeguarding policies and the Smoke‑Free policy. Training, health & safety, safeguarding and information governance requirements apply to this role. The postholder may be required to attend mandatory training.

Equality, Diversity & Human Rights:

ABL is an equal‑opportunity employer and aims to challenge discrimination, promote equality and respect human rights. It is the responsibility of every person to act in ways to support equality and diversity and to respect human rights in accordance with the Equality Act 2010 and the Human Rights Act 1998.

Qualifications:

• Demonstrable experience in a reception/administration role.
• GCSE Level in Maths and English or equivalent.
• NVQ Level 2 or equivalent significant experience.
• RSA Typing Level 2 or above.
• NVQ Level 3 in a relevant subject.

Experience:

• Demonstrable experience in an administration role.
• Experience of working in a team environment.
• Experience in minute taking for meetings.
• Experience in a health care setting e.g. community health provider, GP practice, hospital.

Job Specific Requirements:

• Work flexibly and adapt to suit service needs.

Skills and Knowledge:

• Excellent interpersonal and communication skills, including listening, verbal and written.
• Excellent telephone manner.
• Ability to work under high pressure and in a fast‑paced environment.
• Excellent organisational and time‑management skills.
• Efficient problem‑solving skills.
• Ability to interact politely and courteously with colleagues and stakeholders.
• Excellent IT skills and proficiency in Microsoft Office and Outlook.
• Excellent customer care.
• Flexibility and adaptability to changing workloads.
• Monitoring workload and ability to multi‑task.
• Attention to detail, punctuality, reliability and honesty.
• Using own initiative confidently.
• Understanding and adherence to information governance and data protection policies.
• Experience with software packages.

Disclosure and Barring Service Check:

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a disclosure to the Disclosure and Barring Service to check for any previous criminal convictions.