Administrative Support

Responsibilities include delivering an effective and competent level of administrative support and consistently providing a client-focused service that promotes good customer service and effective working relationships.

Key responsibilities:

• Provide support to customer and visitor reception areas, acting as the first point of enquiry and signposting individuals to relevant information/services.
• Promote the image of the department by ensuring notices and leaflets are up to date and well presented.
• Record all complaints, compliments, concerns, comments, and suggestions appropriately, resolving them within the role's level or escalating as necessary.
• Process online referrals and manage telephone referrals.
• Respond to telephone, email, and written queries on behalf of the service area, including call handling as agreed with the line manager.
• Arrange appointments, meetings, and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available.
• Produce accurate minutes of meetings, transcribing and distributing them as directed.
• Maintain accurate and timely electronic and hard copy information using organisational systems in line with policies.
• Support operational staff in accessing management information, both electronic and hard copy.
• Collect data to enable managers to monitor budgets and performance related to business support functions.
• Maximise the use of electronic systems for effective management of the service area, such as Microsoft Office and patient record systems.
• Comply with Data Protection and record management policies, particularly regarding confidentiality and safeguarding issues.
• Contribute ideas for improvement in service delivery.
• Work independently, prioritising work within defined policies and procedures to meet set timescales.
• Ensure timely delivery of office support services (e.g., post, fax, filing, photocopying).
• Demonstrate activities to new or less experienced employees.
• Process and pass for payment all relevant invoices in a timely manner with the support of the line manager.
• Monitor stock (e.g., stationery) and order supplies and equipment as required.
• Undertake research and development as directed.
• Act as key holder to open and close the building securely as necessary.

Person Specification:

• Working knowledge of Microsoft Office, including Word and Excel.
• Good understanding of confidentiality.
• Ability to use business applications and patient record systems.
• Knowledge of patient administration systems.
• Understanding of Data Protection legislation.

• Educated to Vocational Level 2 (NVQ 2) in a relevant subject or equivalent qualifications/experience.
• Maths & English GCSE Grades 4 and above or equivalent.
• Good general education to GCSE level or equivalent.
• Intermediate word processing, MS Office Word and Excel skills.
• Computer/Word processing qualifications to NVQ II or equivalent ECDL.

• Ability to communicate verbally and in writing effectively (face to face and over the telephone).
• Ability to prioritise own workload.
• Ability to work effectively as part of a team.
• Able to use own initiative and understand the limitations of own role and knowledge.
• Organised, efficient, and accurate.
• Flexible and adaptable, willing to learn new skills.

• Experience of working in an administrative environment using computerised data systems.
• Experience of team working.
• Experience of working in a health or social care office environment.

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

Full-time, Part-time, Job share, Flexible working.