Specialist Administrator

Provide CIC

The closing date is 16 May 2025

Job summary

To undertake all administrative functions related to the roles and responsibilities of the Quality and Safety Team. The role involves confidential record keeping, management ofcomplex databases, coordination of high level meetings including comprehensive minute taking, project work, and personal assistant duties. The post holder will be required to work to a very high standard and work autonomously without supervision, organising and prioritising their workload on a daily basis to accommodate short deadlines, support team working within a sometimes pressured environment. The post holder must possess detailed knowledge of Microsoft Office (including Word, PowerPoint, Excel and Outlook) to work confidentially and professionally at all times.

The post holder will demonstrate a significant level of initiative in the organisation of workloads and will be required at times to make decisions and have the confidence to escalate issues in a timely manner. The post holder will be required at times to be the first point of contact for teams/customers, providing telephone and email support. The post holder will need an organised and flexible approach to their workload and have the skills to manage complex and sensitive information supporting a busy department.

Main duties of the job

Lead on and establish administrative processes to support the Quality & Safety (Q&S) Team in conjunction with the other Administrators. Provide confidential administrative support. Receive & manage highly confidential complex and sometimes distressing information. This requires an understanding of information sharing framework & the ability to recognise appropriate processes on a case by case basis. The ability to prioritise & recognise events that require urgent actions/escalation. To review & format procedural documents whilst monitoring compliance in relation to review dates. Co-ordinate agendas/papers, take minutes at multiple high level meetings. To prepare reports for committees, including Provide Board. Type up complex action plans & monitor the actions to ensure deadlines are met. Escalate non compliance of actions appropriately. To maintain complex databases & produce reporting dashboards to support clinical leads in producing quality assurance reports. To create presentations from supplied information. Receive telephone calls & deal with issues that fall within the remit of the job description. Monitor all incoming communications, distribute, prioritise & escalate as required. To provide PA support to clinical members of the Q&S Team. To include diary management & arranging venues & attendance lists. Support the management, storage & distribution of controlled stationery. Any other duties commensurate with the role as required.

About us

Provide is a Community Interest Company (social enterprise). We deliver a broad range of health and social care services in the community, and are committed to making sure that they are safe, responsive and of high quality. Provide is owned by its employees and has primarily social objectives. Any profits we make are reinvested into the local community or back into delivering services.

We work from a variety of community settings, such as community hospitals, community clinics, schools, nursing homes and primary care settings, as well as within people's homes to provide more than 40 services to children, families and adults across Essex, Dorset, East Anglia and the North of England.

A highly respected, award winning health and social care provider. We expect our staff to demonstrate and uphold our values at all times:

Vision:Transforming Lives

Values:Care, Innovation and Compassion

Mission:An ambitious, employee owned social enterprise, growing in size and influence. We transform lives by treating, caring and educating people.

Provide is an equal opportunity employer committed to building a team that represents a variety of backgrounds, perspectives and skills, proud to have LGBT+, Ethnic Minority and Men's Networks.

We welcome applicants from underrepresented groups. If you have the skills and experience for the job, please apply regardless of your background.

Date posted

02 May 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year Per annum

Contract

Permanent

Working pattern

Full-time

Reference number

828-PROVIDE3513

Job locations

Provide HQ

900 The Crescent

Colchester

CO4 9YQ

Job description

Job responsibilities

As outlined in the job overview and main responsibilities section as well as the job description and person specification attached.

Job description

Job responsibilities

As outlined in the job overview and main responsibilities section as well as the job description and person specification attached.

Person Specification

Qualifications

Essential

oBTEC or equivalent level of knowledge of a range of administrative processes & management procedures requiring formal training.
oRSA Stage II in word processing / typing or ability to demonstrate equivalent standard and experience.
o4 GCSE's at Grade A-C or equivalent preferably including English and Maths.
oAble to demonstrate a good level of English language and grammar commensurate with composing own letters and ability to correct other correspondence as necessary.

Knowledge

Essential

oMinimum of 3 years' experience in an administrative role for a team.
oPrevious experience of implementing and utilising administrative systems.
oPrevious experience of taking minutes at high level meetings.
oDetailed knowledge of Microsoft Office (including word, PowerPoint, Excel and Outlook).
oExperience of co-ordinating several diaries.
oExperience in data collection.

Desirable

oExperience of working in health/social care setting.
oKnowledge & understanding of confidentiality & information sharing frameworks.

Skills

Essential

Ability to prioritise workload and competing deadlines for each team.
Ability to work on own initiative.
Ability to follow Provide guidelines and policies.
Excellent interpersonal and communication skills, oral, verbal, written and electronic.

Desirable

Typing speed 50 word per minute.

Person Specification

Qualifications

Essential

oBTEC or equivalent level of knowledge of a range of administrative processes & management procedures requiring formal training.
oRSA Stage II in word processing / typing or ability to demonstrate equivalent standard and experience.
o4 GCSE's at Grade A-C or equivalent preferably including English and Maths.
oAble to demonstrate a good level of English language and grammar commensurate with composing own letters and ability to correct other correspondence as necessary.

Knowledge

Essential

oMinimum of 3 years' experience in an administrative role for a team.
oPrevious experience of implementing and utilising administrative systems.
oPrevious experience of taking minutes at high level meetings.
oDetailed knowledge of Microsoft Office (including word, PowerPoint, Excel and Outlook).
oExperience of co-ordinating several diaries.
oExperience in data collection.

Desirable

oExperience of working in health/social care setting.
oKnowledge & understanding of confidentiality & information sharing frameworks.

Skills

Essential

Ability to prioritise workload and competing deadlines for each team.
Ability to work on own initiative.
Ability to follow Provide guidelines and policies.
Excellent interpersonal and communication skills, oral, verbal, written and electronic.

Desirable

Typing speed 50 word per minute.

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information