Stop Smoking Hub Administrator

We are looking for a passionate person to join our highly skilled team delivering stop smoking support across Darlington. The right candidate will have excellent communication skills, be a people person and have a genuine interest in supporting people to make positive changes. The role requires organised, self-starters who can work autonomously and flexibly. You will need good IT skills and will work with a variety of systems within your day-to-day work. You will also be expected to undertake mandatory and role-specific training within a specified timescale.

Main duties of the job:

• Telephone contact with clients and third parties to process client referrals, including identifying client requirements, inputting information to online systems, and liaising with delivery staff regarding referrals.
• Provide a high-quality typing and word processing service, producing correspondence, spreadsheets, reports, and other documents as required, including work of a confidential/sensitive nature.
• Provide an electronic data input service ensuring information is inputted accurately and in line with data protection regulations.
• Develop and maintain filing systems, both manual and computerised, ensuring efficient collation, storage, and retrieval of information.
• Collate material and information for various meetings, ensuring papers are provided and distributed on time and appropriately.
• Maintain electronic appointment diaries, schedule appointments, and co-ordinate meetings.
• Order equipment and resources as required via CARDEA ordering system and associated systems utilised by the programme.
• Carry out other administrative tasks as required, including photocopying, collation, binding, and sending and receiving emails and management of generic email mailing accounts.
• Liaise with staff from NHS organisations, voluntary and independent sectors to maintain close working relationships with all regular contacts.
• Work flexibly covering reception and/or the free phone number, including some weekends and evenings depending on service need.
• Demonstrate a professional image at all times ensuring confidentiality, tact, and diplomacy.

This is not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with their line manager.

Person Specification:

• Good standard of general education including passes in English and Maths.
• Educated to at least NVQ Level 2 in Business Administration or equivalent (working towards).
• RSA II typing or equivalent.
• Computer literate/ECDL qualification (or equivalent or working towards).
• Proficient in use of computer packages: Word, Excel, Outlook, and PowerPoint.
• Effective communication skills both written and oral.
• Excellent organisational skills/ability to prioritise.
• Ability to use discretion and maintain confidentiality.
• Ability to deal courteously and efficiently with a wide variety of professionals.

Experience:

• Must be able to demonstrate a flexible approach to working.
• Experience of a wide range of office/business practices and procedures.
• Previous experience working in an office environment.
• Experience in organising meetings or events.
• Experience of working in a client/customer focused service provision area.

Special Requirements:

• Able to travel across Trust sites to meet the requirements of the post.
• Flexibility including evening and/or weekend work.
• 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.