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- Tasks: Provide efficient admin support and manage client appointments in a dynamic environment.
- Company: Join a supportive team at a leading services administration organisation.
- Benefits: Enjoy generous annual leave, healthcare schemes, and free on-site parking.
- Other info: Flexible working hours with opportunities for professional growth.
- Why this job: Make a difference by helping clients while developing your administrative skills.
- Qualifications: GCSEs in Maths and English or relevant experience required.
The predicted salary is between 24796 - 25989 £ per year.
Department: Services Administration
Salary: NJC Scale 2/3 (£24,796 - £25,989)
Hours: Full-time: 35 per week (Monday to Friday 9.00am 5.00pm)
Reports to: Operations Manager
Location: Maryfield complex, 100 Belfast Road, Holywood
Main Purpose
As a member of the Services Administration team, the postholder will provide professional, comprehensive and efficient administrative support to the organisation and specifically to client facing Departments. The post holder will be responsible for booking clinical appointments using an electronic booking system and liaising with clients over email and telephone.
Key Responsibilities
- General administrative duties including preparing and issuing letters, answering emails, filing, photocopying and scanning.
- Provision of a full range of administrative duties in accordance with contractual procedure, process maps and within required timelines.
- Liaise with clients, by telephone, in a sensitive, professional manner ensuring that all protocols are followed and be particularly sensitive when dealing with distressed clients.
- Provide accurate and timely responses to ad hoc administrative requirements from internal and external stakeholders.
- Arrange and coordinate client appointments for all service departments.
- Arrange meetings, distribute agendas and take minutes as and when required.
- Carry out other administrative duties as required, such as assisting with surveys, research, events etc.
- Book all necessary meeting rooms, equipment and catering arrangements as required.
Information Systems & Records Management
- Maintain and update accurate electronic and paper records ensuring the highest standards of record keeping and compliance with policies on client data confidentiality, departmental guidelines and GDPR.
- Maintain and coordinate electronic diaries for clinical and administrative staff across multiple departments, ensuring appointments and meetings are accurately scheduled and updated.
- Ensure all records are maintained and disposed of in line with PRRTs Data Protection and Security Policies.
Working with People
- Work flexibly with Managers and colleagues within the Services Administration team to assist others in learning new systems and processes.
- Assist with departmental and PRRT wide projects as required.
- Liaise with Managers and Human Resources personnel involved in various contracts relevant to the service.
General Responsibilities
- Work effectively as a team member displaying effective communication skills whilst dealing with a range of internal and external stakeholders.
- Undertake any other administrative duties as and when required by the Services Administration Manager.
- Demonstrate a collaborative and flexible approach to assist in achieving the objectives of the Services Administration Department.
- Working flexibly when the service requires cover in times of annual leave, sickness and increased activity.
- Represent the Services Administration Department, where required, at different PRRT Forums.
- To attend regular team meetings.
- Comply with organisational and departmental policies and procedures including Equal Opportunities and Dignity at Work policies.
- Promote and demonstrate appropriate behaviours in line with PRRT values.
- Undertake any other duties which may be assigned to meet organisational need and which are reasonably regarded as within the nature of the duties, responsibilities and grade of the post as defined.
The principal responsibilities listed above are an indicator of the main aspects of the role as opposed to representing a definitive list.
Employee Specification
Qualifications & Professional Development
- Have 4 GCSEs at Grades A-C to include Maths and English (or equivalent qualification).
- Consideration will be given to applicants who do not possess the essential qualifications above but who can demonstrate a minimum of 2 years relevant administrative experience.
Experience
- A minimum of 1 years paid administrative / clerical experience (to include telephone contact).
- Experience of dealing with distressed callers.
- Experience in minute taking.
- Experience in managing appointments, referrals, and client correspondence.
Key Skills and Abilities
- Excellent planning and organisation skills.
- Excellent communication and interpersonal skills, both written and verbal.
- Able to work on own initiative and as part of a team.
- High attention to detail and accuracy.
- Ability to multi-task and prioritise when necessary.
- Ability to handle sensitive and confidential information with discretion.
- Ability to deal with clients in a sympathetic manner.
Knowledge
- Proficient in the use of Microsoft Office applications (Word, Excel, Outlook, Access, PowerPoint).
- Knowledge of data protection.
Benefits
- Death in service provision.
- Benenden Healthcare Scheme.
- Free secure parking on-site.
- A range of family friendly policies.
- Generous Annual Leave.
Administrator employer: Police Rehab & Re-training Trust (PRRT)
Contact Detail:
Police Rehab & Re-training Trust (PRRT) Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Administrator
✨Tip Number 1
Network like a pro! Reach out to friends, family, and former colleagues to let them know you're on the hunt for an Administrator role. You never know who might have a lead or can put in a good word for you.
✨Tip Number 2
Practice your interview skills! Grab a mate and do some mock interviews. Focus on common questions for administrative roles, like how you handle multiple tasks or deal with distressed clients. The more you practice, the more confident you'll feel!
✨Tip Number 3
Show off your tech skills! Familiarise yourself with Microsoft Office applications, as they're crucial for this role. Maybe even take a quick online course to brush up on your skills and impress potential employers.
✨Tip Number 4
Apply through our website! We love seeing applications come directly from candidates who are genuinely interested in joining our team. Plus, it shows you're proactive and keen to be part of our Services Administration department.
We think you need these skills to ace Administrator
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your application to highlight how your skills and experience match the role of Administrator. Use keywords from the job description to show that you understand what we're looking for.
Show Off Your Communication Skills: Since this role involves liaising with clients and colleagues, it's crucial to demonstrate your excellent communication skills in your written application. Keep your language clear and professional, but don’t be afraid to let your personality shine through!
Be Detail-Oriented: Attention to detail is key for an Administrator. Double-check your application for any typos or errors before submitting it. A polished application reflects your ability to maintain high standards in your work.
Apply Through Our Website: We encourage you to submit your application through our website. It’s the easiest way for us to receive your details and ensures you’re considered for the role. Plus, you’ll find all the info you need right there!
How to prepare for a job interview at Police Rehab & Re-training Trust (PRRT)
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of the Administrator position. Familiarise yourself with the key tasks like booking appointments and managing client communications. This will help you demonstrate your knowledge and show that you're genuinely interested in the role.
✨Practice Your Communication Skills
Since this role involves liaising with clients, practice how you would handle sensitive conversations. Think about how to convey empathy and professionalism, especially when dealing with distressed callers. You might even want to role-play with a friend to get comfortable.
✨Showcase Your Organisational Skills
Be prepared to discuss your planning and organisational abilities. Bring examples of how you've managed multiple tasks or projects in the past. Highlight your experience with diary management and how you ensure everything runs smoothly, as this is crucial for the role.
✨Familiarise Yourself with Data Protection
Understanding data protection is vital for this position. Brush up on GDPR and how it applies to administrative roles. Be ready to discuss how you would maintain confidentiality and manage sensitive information, as this will show your commitment to compliance and professionalism.