Job summary
Lead Administrator
The Nook Hospice - Framingham Earl, Norfolk, NR14 7PX
Full-Time, 37.5 hours per week, Monday-Friday
Permanent Contract
Salary £25,500-£27,500 per annum, dependant on experience
A Full UK Driving License is essential for this role
We are looking for an experienced Lead Administrator to co-ordinate the administrative activity at our hospice, The Nook.
Do you want to use your skills to help support children and young people with life threatening conditions and their families?
Main duties of the job
Are you:
A confident communicator both verbally and written?
An experienced user of software systems including Microsoft Word, Excel, Outlook, Explorer and PowerPoint?
Do you have:
Previous experience of working in an administrative role?
Previous experience of minute taking?
Experience of electronically collating and reporting on data?
Excellent organisational skills and the flexibility to respond to changing priorities and deliver accurate work within tight deadlines?
Responsibilities include:
Coordinating an effective and efficient administrative support service for the hospice Care team.
Maintaining effective office systems, supporting audit activities and managing correspondence.
Training and supervising administrative staff, reception volunteers and volunteer driver schedules.
Ensuring the hospice reception provides a welcoming first point of contact for visitors and appropriately address or refer queries arising.
About us
Comprehensive range of benefits:
- Free onsite parking
- Enhanced Annual leave Entitlement - 27 days + 8 UK Bank Holidays
- Subsidised meals
- Additional holiday purchase scheme
- AVIVA pension package up to 7% Employer Contribution
- NHS pension - continuation of if already contributing
- Free Eye Tests
- Cycle to work scheme
- Employee Assistance Programme
East Anglia's Children's Hospices (EACH)supports families and cares for children and young people with life threatening conditions across Cambridgeshire, Essex, Norfolk and Suffolk.
We are extremely proud to say all three of our hospice services were ratedOUTSTANDINGwhen last inspected by theCare Quality Commission. This fantastic achievement is due to the commitment and professionalism of our wonderfully dedicated employees and volunteers.
At EACH we are committed to promoting equality and respecting diversity. We actively welcome applications from all sections of the community, in particular from eligible candidates from BAME backgrounds.
EACH is proud to beInvestors in People accredited.
Job description
Job responsibilities
Responsibilities
1. Co-ordinate administration activity for the Care team, maintaining effective office systems including developing and managing databases, supporting audit activities, managing correspondence, photocopying, filing and managing electronic diaries and bookings.
2. Take minutes and provide administrative support for meetings including the Locality Multi-Professional and Quality and Safety Group meetings.
3. Train and supervise administrative staff and reception volunteers and volunteer driver schedules.
4. Ensure the hospice reception is staffed as required to provide the first point of contact for visitors, appropriately addressing or referring queries arising.
5. Liaise with external professionals and the families who use EACH service, to request and verify information as required.
6. Process new referrals uploading the documentation to the electronic care records system (SystmOne) for weekly Central Panel discussion.
7. Input information and run quarterly care activity reports from SystmOne for the Operational Performance Report.
8. Act as a SystmOne Sponsor by setting up new users, unlocking, recertifying and cancelling SystmOne cards, using the online Care Identity Service.
9. Process incoming MHRA Alerts and distribute them, as directed by the Care Manager.
10. Ensure the paper care records are managed and archived in line with EACH policy.
11. Provide new starters with induction packs, ensure they are set up and train them on the IT systems
12. Maintain the stationery stock and order as required.
13. Process monthly petty cash reconciliation receipts and spreadsheet for sending to the Finance Dept.
14. Link with finance and local commissioners finance to produce statuary funding costing and agreements as directed by Service Manager.
Job description
Job responsibilities
Responsibilities
1. Co-ordinate administration activity for the Care team, maintaining effective office systems including developing and managing databases, supporting audit activities, managing correspondence, photocopying, filing and managing electronic diaries and bookings.
2. Take minutes and provide administrative support for meetings including the Locality Multi-Professional and Quality and Safety Group meetings.
3. Train and supervise administrative staff and reception volunteers and volunteer driver schedules.
4. Ensure the hospice reception is staffed as required to provide the first point of contact for visitors, appropriately addressing or referring queries arising.
5. Liaise with external professionals and the families who use EACH service, to request and verify information as required.
6. Process new referrals uploading the documentation to the electronic care records system (SystmOne) for weekly Central Panel discussion.
7. Input information and run quarterly care activity reports from SystmOne for the Operational Performance Report.
8. Act as a SystmOne Sponsor by setting up new users, unlocking, recertifying and cancelling SystmOne cards, using the online Care Identity Service.
9. Process incoming MHRA Alerts and distribute them, as directed by the Care Manager.
10. Ensure the paper care records are managed and archived in line with EACH policy.
11. Provide new starters with induction packs, ensure they are set up and train them on the IT systems
12. Maintain the stationery stock and order as required.
13. Process monthly petty cash reconciliation receipts and spreadsheet for sending to the Finance Dept.
14. Link with finance and local commissioners finance to produce statuary funding costing and agreements as directed by Service Manager.
Person Specification
Experience
Essential
- Experience of working in an administrative role Experience of supervising team members Experience of electronically collating and reporting on data Experience of dealing with users of services Experience of supervising team members
Desirable
- Experience of working within a health care setting Experience of SystmOne (electronic patient record system)
Other Requirements
Essential
- Full driving licence and confidence to drive between locations in East Anglia to attend training and meetings as required.
Qualifications
Essential
- Advanced user of software systems including Microsoft Word, Excel, Outlook, Explorer, PowerPoint Knowledge of databases Knowledge of IT and communication systems
Desirable
- NVQ in Business and Administration or an equivalent qualification
Skill & Abilities
Essential
- Ability to plan and prioritise workloads Accurate and efficient IT skills Good verbal, written and numeracy skills Ability to work effectively with people with diverse skills, abilities and experience Ability to handle emotional information of a confidential nature Ability to contribute suggestions to improve systems and procedures Ability to develop strong working relations with internal and external contacts Ability to remain calm under pressure and demonstrate a positive self-awareness of personal and emotional responses
Person Specification
Experience
Essential
- Experience of working in an administrative role Experience of supervising team members Experience of electronically collating and reporting on data Experience of dealing with users of services Experience of supervising team members
Desirable
- Experience of working within a health care setting Experience of SystmOne (electronic patient record system)
Other Requirements
Essential
- Full driving licence and confidence to drive between locations in East Anglia to attend training and meetings as required.
Qualifications
Essential
- Advanced user of software systems including Microsoft Word, Excel, Outlook, Explorer, PowerPoint Knowledge of databases Knowledge of IT and communication systems
Desirable
- NVQ in Business and Administration or an equivalent qualification
Skill & Abilities
Essential
- Ability to plan and prioritise workloads Accurate and efficient IT skills Good verbal, written and numeracy skills Ability to work effectively with people with diverse skills, abilities and experience Ability to handle emotional information of a confidential nature Ability to contribute suggestions to improve systems and procedures Ability to develop strong working relations with internal and external contacts Ability to remain calm under pressure and demonstrate a positive self-awareness of personal and emotional responses
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.
