Administrator TLNT1_NI

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.
• 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.
• 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.
• 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 as detailed below.

Experience

• A minimum of 1 years paid administrative / clerical experience (to include telephone contact).
• Administrative / clerical experience is defined as experience in an office-based environment to include general administrative tasks, diary management, dealing with enquiries, word processing, co-ordinating meetings and taking notes at meetings.
• 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.