Job summary
Integrated Respiratory and Oxygen
Service Administrator
An exciting opportunity has arisen for a Band 3 Administrator to join
Nottingham CityCares Integrated Respiratory and Oxygen Service on a permanent
basis working 22.5 hours per week.
We are looking for an experienced,
enthusiastic, and motivated administrator to join our service. A social
enterprise organisation such as CityCare offers opportunities for innovative
working, and you will be involved in the development of the service.
The post holder will provide a wide
range of administrative support mechanisms to the team and will play a pivotal
role in the overall success of the team.
You must be willing to participate in
the management of change and be able to prioritise tasks and manage time
effectively. You must also have the ability to manage your own workload with
the support of your team leader and work autonomously. A thorough training
package will be offered including internal courses, dependant on previous
experience and you will have access to support from senior colleagues.
The hours of
work will between the hours of 8am and 5pm Monday to Friday.
For further information please contact Joseph Major on 0115 8834733.
Main duties of the job
- To provide high level administrative support for the day-to-day administration for the Integrated Respiratory and Oxygen Service.
- Work effectively as part of a busy team.
About us
We are a
provider of NHS Community Health Services, CityCare exists to support the
health and wellbeing of all local people, working alongside other health and
care partners to achieve this. We are a value driven, people business with a
passion for excellence. Our vision and social purpose is to make a difference
everyday to the health & wellbeing of our communities and our values of
kindness, respect, trust and honesty lie at the heart of everything we do,
guiding how we work together with partners and each other to consistently
deliver high quality compassionate care. As a social enterprise we aim to add
social value by investing in the future of our local communities and helping to
make a difference in peoples lives.
CityCare value
the benefits of a diverse and inclusive workforce. We encourage applications
from candidates who identify as disabled, LGBT+ or from a Black, Asian or
Minority Ethnic (BAME) background, as they are currently under-represented
within our organisation.
We are proud to be a forces-friendly
organisation and are dedicated to supporting Veterans, Service Leavers, Reservists, and
military spouses/partners. We value the unique skills and contributions you
bring.
CityCare is an
equal opportunities employer. We are positive about employing people with
disabilities. If you require your application in a different format please
contact People Services on 0115 8839418. CityCare is committed to the
protection of vulnerable adults and children.
Job description
Job responsibilities
Key Responsibilities
- To provide full clerical/ administrative support to the Team on a day-to-day basis
- To update and maintain Health and Safety records information for staff members and arrange cover for shifts or track staff
- To have a good working knowledge and experience of Microsoft Office and knowledge of Microsoft Access and Excel for developing in house databases / spreadsheets and Outlook for diary management / e-mails
- To have accurate keyboard skills and attention to detail for use with office packages and SystmOne
- To be responsible for making and answering telephone calls appropriately from a wide variety of sources where there may be barriers to understanding. To record telephone messages in writing and act promptly if urgent responses are needed
- To accurately collate and input data and produce statistics as and when required
- To maintain diaries, make appointments, arrange meetings etc. as and when required
- To take minutes/ notes of meetings as and when required, including preparation and distribution of agenda and minutes
- To undertake general office procedures including photocopying, scanning, filing and the distribution of mail
- To implement and update office systems/procedures as required, in collaboration with the team
- To provide full administration support for the recruitment process being the vital link between Team Managers, Candidates and HR
- To work effectively as part of a team to provide cover for other administration staff when required and to be flexible regarding working hours to meet the needs of the service.
- To accurately record and maintain systems for staff sickness, absence and annual leave
- To order stock and non-stock equipment via the on-line systems and to maintain stock levels of stationery
- To be customer focused on behalf of the service and ensure that the reception people are given is welcoming and helpful
- To maintain strict confidentiality in all aspects of work in line with policies and the Data Protection Act
- To plan / organise work using own initiative within set departmental parameters
- To undertake all aspects of SystmOne and data reporting to ensure the smooth running of the service
- To undertake any additional duties as appropriate and delegated by the Admin Team Manager, Deputy and Service Team Managers
Job description
Job responsibilities
Key Responsibilities
- To provide full clerical/ administrative support to the Team on a day-to-day basis
- To update and maintain Health and Safety records information for staff members and arrange cover for shifts or track staff
- To have a good working knowledge and experience of Microsoft Office and knowledge of Microsoft Access and Excel for developing in house databases / spreadsheets and Outlook for diary management / e-mails
- To have accurate keyboard skills and attention to detail for use with office packages and SystmOne
- To be responsible for making and answering telephone calls appropriately from a wide variety of sources where there may be barriers to understanding. To record telephone messages in writing and act promptly if urgent responses are needed
- To accurately collate and input data and produce statistics as and when required
- To maintain diaries, make appointments, arrange meetings etc. as and when required
- To take minutes/ notes of meetings as and when required, including preparation and distribution of agenda and minutes
- To undertake general office procedures including photocopying, scanning, filing and the distribution of mail
- To implement and update office systems/procedures as required, in collaboration with the team
- To provide full administration support for the recruitment process being the vital link between Team Managers, Candidates and HR
- To work effectively as part of a team to provide cover for other administration staff when required and to be flexible regarding working hours to meet the needs of the service.
- To accurately record and maintain systems for staff sickness, absence and annual leave
- To order stock and non-stock equipment via the on-line systems and to maintain stock levels of stationery
- To be customer focused on behalf of the service and ensure that the reception people are given is welcoming and helpful
- To maintain strict confidentiality in all aspects of work in line with policies and the Data Protection Act
- To plan / organise work using own initiative within set departmental parameters
- To undertake all aspects of SystmOne and data reporting to ensure the smooth running of the service
- To undertake any additional duties as appropriate and delegated by the Admin Team Manager, Deputy and Service Team Managers
Person Specification
Special Requirements
Essential
- Ability to be flexible over hours worked within contracted hours to meet the needs of the service
- Ability to work out of hours
Desirable
- Full driving licence with access to a car for driving between clinical venues
Experience
Essential
- Experience of office procedures working at a high level as part of an administration team / within an administration role.
- Experience of dealing with sensitive/confidential information
- Understanding of confidentiality and data protection
- Proven administrative leadership experience
Desirable
- Experience of working within Multi-disciplinary teams
- Recruitment and selection skills
Qualifications
Essential
- Excellent working knowledge of Microsoft Office software and other IT and clinical systems eg SystmOne, ESR
- GCSE / NVQ 3 or equivalent experience in admin / business /customer service environment
Desirable
- Educated to A-Level
- ECDL qualification
- Customer Service
- Management of data bases
Knowledge and Skills
Essential
- Experience of working with reception / telephone environments
- Understanding and able to deal with confidential and sensitive issues when liaising with patients, team members and other professional.
- Ability to prioritise, organise and delegate workload to meet deadlines
- Excellent communication and listening skills
- Awareness of the barriers to effective communication
- Understanding of and commitment to equal opportunities and equity in service delivery
- Ability to work under pressure with constant interruptions requiring skills in multi-tasking, maintaining accuracy at all times.
- Ability to problem solve and support others in resolving problems
- Persuasion / influencing skills
- Ability to manage conflicting issues assertively and sensitively
- Remain calm under pressure
- Ability to plan and organise own and teams workload
- Positive and flexible approach to the management of change
Desirable
- Knowledge and understanding of relevant health and social care legislation and initiatives
Person Specification
Special Requirements
Essential
- Ability to be flexible over hours worked within contracted hours to meet the needs of the service
- Ability to work out of hours
Desirable
- Full driving licence with access to a car for driving between clinical venues
Experience
Essential
- Experience of office procedures working at a high level as part of an administration team / within an administration role.
- Experience of dealing with sensitive/confidential information
- Understanding of confidentiality and data protection
- Proven administrative leadership experience
Desirable
- Experience of working within Multi-disciplinary teams
- Recruitment and selection skills
Qualifications
Essential
- Excellent working knowledge of Microsoft Office software and other IT and clinical systems eg SystmOne, ESR
- GCSE / NVQ 3 or equivalent experience in admin / business /customer service environment
Desirable
- Educated to A-Level
- ECDL qualification
- Customer Service
- Management of data bases
Knowledge and Skills
Essential
- Experience of working with reception / telephone environments
- Understanding and able to deal with confidential and sensitive issues when liaising with patients, team members and other professional.
- Ability to prioritise, organise and delegate workload to meet deadlines
- Excellent communication and listening skills
- Awareness of the barriers to effective communication
- Understanding of and commitment to equal opportunities and equity in service delivery
- Ability to work under pressure with constant interruptions requiring skills in multi-tasking, maintaining accuracy at all times.
- Ability to problem solve and support others in resolving problems
- Persuasion / influencing skills
- Ability to manage conflicting issues assertively and sensitively
- Remain calm under pressure
- Ability to plan and organise own and teams workload
- Positive and flexible approach to the management of change
Desirable
- Knowledge and understanding of relevant health and social care legislation and initiatives
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.
