Administrative Support in Plymouth

Responsibilities

To deliver an effective and competent level of administrative support and consistently deliver a client focussed service which promotes good customer service and effective working relationships.

• Provide support to customer and visitor reception areas, acting as the first point of enquiry and sign posting individual to relevant information / service.
• Promote the image of the department, checking that notices and leaflets are up to date & well presented.
• Ensure that all complaints, compliments, concerns, comments and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately.
• Process online referrals and manage referrals made over the telephone.
• 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 line manager where required.
• To produce minutes as an accurate record of meetings, transcribing and distributing as directed, with supervision as appropriate.
• To maintain accurate and timely electronic and hard copy information using organisational systems as directed and in line with policies. Supporting operational staff to access management information; electronic and hard copy.
• Collect data to enable managers to monitor budgets and performance in relation to business support function with support of line manager.
• Collect 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.
• Demonstrate own activities to new or less experienced employees.
• To process and pass for payment all relevant invoices in a timely manner in accordance with business process, with support of line manager.
• Monitor stock e.g. stationery and order supplies and equipment as required within the business area.
• Undertake research and development as directed.
• Key holder to open and close the building securely as necessary.

Person Specification

Knowledge

• 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 system
• Understanding of Data Protection legislation

Qualifications

• Educated to Vocational Level 2 (NVQ 2) in a relevant subject or equivalent level of qualifications or significant equivalent previous knowledge & 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.
• Computer/Word processing qualifications to NVQ II or equivalent ECDL

Skills

• 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.
• Able to use own initiative and to know limitations of own role and knowledge.
• Organised, efficient and accurate.
• Flexible and adaptable willing to learn new skills.

Experience

• 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.

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.

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