Admin Co-ordinator

Job description

Job responsibilities

ADMIN TEAM COORDINATION

Supervise and monitor the work of the administration staff ensuring they are performing correctly in all aspects of their duties and that an effective and efficient service is provided.

Monitor the workload of individuals, ensuring fair distribution of work and reasonable workload levels for effective organisation, preparation and continuity of service.

Ensure good relationships are maintained with patients and staff at all levels and ensure staff are aware of their role and what is expected of them in respect of customer service.

To ensure that all areas are covered during sickness and absence.

ADMINISTRATION

To ensure smooth running of the Talking Therapies referrals, working closely with clinical and administrative staff.

To work collaboratively with the Talking Therapies Waiting List coordinator.

Organise workload within the admin Team and co-ordinate activities to ensure that an efficient service is provided. The post holder will be expected to monitor and assess workload amongst the team, including being able to identify and step-in to fill gaps, to ensure continuity of services. It is essential that the post holder can exercise initiative suitable to the role and is fully supportive to other colleagues in the administrative team.

To review existing administrative working methods on an ongoing basis, comment on planned changes and make suggestions to change as appropriate.

To pilot and introduce new procedures and systems to support the service

Prepare agendas and be proficient in taking accurate minutes, actions and decisions whilst attending meetings. Maintain action trackers for meetings.

MANAGEMENT RESOURCES

To undertake stock requisition to ensure effective use within financial guidelines.

To maintain and update all computerised equipment in all relevant areas.

Invoicing of outside agencies and chasing payments, dealing with all invoices and bills to the service.

COMMUNICATION

To liaise with a wide range of clinical and professional staff. This includes dealing with internal departments and external organisations, GPs, clients and relatives.

To ensure distribution of all important information to appropriate managers/staff within the service.

To promote and maintain effective communication networks and working relationships within the service.

Person Specification

Knowledge & Skills

Essential

• Excellent communication skills (written and verbal)
• Good organisational skills
• An ability to demonstrate excellent computer literacy and word processing skills
• Ability to prioritise and meet deadlines
• Ability to innovate and display initiative in addressing issues
• Knowledge of Trust policies and procedures
• Excellent understanding of clinical confidentiality and issues around maintaining confidential records.

Training & Qualifications

Essential

• Business Administration Level 3 or higher or Level 3 typing/word processing or equivalent qualification/experience
• GCSE in English language and Maths or equivalent

Desirable

• IT qualification
• Level 3 ILM Management or equivalent

Experience

Essential

• Experience of supervising staff and willingness to manage an administrative office
• Experience of managing efficient office systems
• Experience of liaison by telephone with a variety of people
• Experience of timetabling or booking systems
• Experience of managing waiting lists
• Experience of minuting multi-disciplinary meetings
• Experience of diary management

Desirable

• Knowledge of Talking Therapies and its clinical settings
• Knowledge of IAPTUS system

Other

Essential

• Positive attitude
• Ability to work effectively with teams
• Ability to prioritise workload
• Well organised
• Flexibility and adapt well to changing environments
• Able to travel & work from different Talking Therapy bases

Desirable

• Car Driver

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.

Employer details

Employer name

Sheffield Health Partnership University NHS Foundation Trust

Address

Argyll House

9 Williamson Road

Sheffield

S11 9AR

Employer's website

https://www.sheffieldpartnership.nhs.uk/ (Opens in a new tab)