Administrator

Job description

Job responsibilities

The post holder will be a key member of the frailty virtual ward administration team. They will provide administrative support to clinicians within the team, as well as acting as a point of contact for people admitted to the ward. They will potentially oversee the work of the Band 2 Administrators within the team and take direction and receive support from the Band 4 Administration Manager. The role will require the post holder to use various communication systems to support the overall function of the team and will involve a mix of home and office working.

To deliver an effective and competent level of administrative support for the Frailty Virtual Ward and consistently deliver a client focussed service which promotes good customer service and effective working relationships.

To be responsible for providing daily administrative support in the allocated service area ensuring business priorities are met for example: maintaining records, minute taking, data inputting and reception duties.

Typing of confidential reports/letters; which may be supplied via hard copy and/or dictation, (which may contain distressing information) as requested to meet service needs.

Working proactively to support team. Ability to work on own and proactively as part of a team.

To provide the day-to-day supervision and line management of junior staff where appropriate.

The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will need to be flexible to carry out any other duties as may be reasonably required by their line manager.

5. MAIN DUTIES/RESPONSIBILITIES

5.1 Responsibility for People Management

Provide the day-to-day supervision and line management of junior staff where appropriate, including performance management, absence management and appraisal.

Demonstrate own activities to new or less experienced employees.

5.2 Responsibility for financial and/or physical resources

Support the management team to ensure that internal and external communication systems are in place.

To process and pass for payment all relevant invoices in a timely manner in accordance with business process, with support of line manager.

To support the line manager with banking and remittance service (including petty cash).

Monitor stock e.g. stationery and order supplies and equipment as required within the business area.

5.3 Responsibility for administration

To produce informal and formal minutes as an accurate record of meetings, transcribing and distributing as directed.

Maintain accurate and timely electronic and hard copy information e.g. training logs using organisational systems as directed (ensuring ease of access/retrieval as appropriate) and in line with policies.

Supporting operational staff to access management information; electronic and hard copy

Collect and collate data to enable managers to monitor budgets and performance in relation to business support function with support of line manager.

Maximise the use of electronic systems to enable effective management of the service area such as Microsoft Office and patient record systems.

Able to work on own initiative, prioritising work within defined policies and procedures to set timescales.

Ensure that all office support services e.g. post, fax, filing, photocopying, are delivered in a timely manner.

5.4 Responsibility for people who use our services

Provide support to customer and visitor reception areas, acting as the first point of enquiry and sign posting individual to relevant information / service.

Promote the image of the department, checking that notices and leaflets are up to date & well presented.

Ensure that all complaints, compliments, concerns, comments and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately, supporting junior staff where necessary.

Respond to telephone, email and written queries on behalf of the service area including call handling where appropriate as agreed with line manager.

Arrange appointments, meetings and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available, in conjunction with line manager where required.

Collect, collate and prepare information for service area users with support of line manager.

5.5 Responsibility for implementation of policy and/or service developments

Be compliant with the Data Protection and record management policies and procedures with particular reference to confidentiality and safeguarding issues.

Be proactive and contribute ideas for improvement in the way the service is delivered.

5.6 Other Responsibilities

Undertake surveys or audits as directed.

6. COMMUNICATIONS AND RELATIONSHIPS

Key Behaviour Competencies:

Working together

Be straightforward in our dealings with each other and build relationships.

Listen to others and explain the decisions we have made.

Recognise and remove barriers to action.

Create an open and positive learning culture.

Learn from mistakes & ask others for support where necessary.

Be aware of ones own behaviour, values, attitudes, strengths and weaknesses.

Ability to reflect on ones behaviour and change them.

Uphold the values and be proud to be part of the organisation.

Ensure appearance is professional & name badge visible.

Act With Integrity

Be honest and do what you say you will do.

Take responsibility and be accountable for your actions.

Guard and build the organisations reputation.

Take into account the human and social impact of our work.

Treat everyone in a friendly,courteous manner; smile & make eye contact.

Building Success Together

Be compassionate and accepting of others.

Be straightforward in our dealings with each other and build relationships.

Listen to others and explain the decisions we have made.

Agree on our goals and see them through.

Treat each other with dignity and respect

Learn from each others experiences.

Understand and recognise each others contributions of being of equal value.

Be prepared to challenge the status quo.

Contribute to the organisations success.

Stretch the boundaries of personal performance.

Look for better ways of working to achieve improvements.

Caring for patients

Aim to meet the needs of our patients and partners in care.

Use initiative to enhance care in innovative and imaginative ways.

Respect individual cultural differences; challenge bias & prejudice

Provide a high quality and safe service for patients.

Maintain privacy and ensure confidential information is kept safe.

Question poor practice, process & behaviour.

7. PHYSICAL DEMANDS OF THE JOB

Physical Effort:

Frequent sitting & standing. Inputting at a keyboard for most of day, frequent light effort to lift, sort & file case notes.

May have to occasionally move presentation equipment and office supplies or clinic consumables.

Mental Effort:

Frequent concentration is required when inputting into systems, typing documents, making appointments & processing records with a need to ensure accuracy.

The work is usually predictable but there may be interruptions from telephone calls, visitors and staff & occasionally imposed deadlines.

Emotional Effort:

There may be some exposure to service users who may exhibit difficult & challenging behaviours.

Please see supporting information for full Job Description and Person Specification.

Person Specification

Qualifications

Essential

• Educated to NVQ 3 in a relevant subject or equivalent level of qualifications or significant equivalent previous experience and knowledge.

Desirable

• NVQ 3 in Business Administration or equivalent

Skills & Abilities

Essential

• Good writing, typing, data entry and telephone skills ensuring accuracy.
• Ability to communicate verbally and in writing to a good level (face to face and over the telephone)
• Ability to prioritise own workload.
• Ability to work effectively as part of a team.
• Ability to use initiative organising own workload to set deadlines within the scope of role.
• Organised, efficient and accurate.
• Flexible and adaptable willing to learn new skills.
• Able to analyse problems and initiate appropriate solutions effectively.
• Able to apply tact and sensitivity to establish trust and support.

Knowledge

Essential

• Working knowledge of Microsoft Office including Word and Excel
• Understanding of confidentiality & data protection act
• Able to build effective working relationships with customers and colleagues/staff.

Desirable

• Knowledge of SystmOne.
• Understanding of Data Protection legislation
• Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.

Experience

Essential

• Substantial experience of working in an administrative environment using computerised data systems.
• Experience of supervising other staff members

Desirable

• Experience of working in a health or social care office environment.

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).

Employer details

Employer name

Livewell Southwest

Address

200 Mount Gould Road

Mount Gould

Plymouth

Devon

PL4 7PY

Employer's website

https://www.livewellsouthwest.co.uk/ (Opens in a new tab)