Job summary
To facilitate and assist with the provision of a high quality and efficient administrative support service to management, staff, and external stakeholders
The post holder will provide a service which focuses directly on the liaison and coordination of all admin activities within the team.
The postholder will act as a first point of contact for the residents, families, staff, and external professionals
Main duties of the job
It is essential that the post holder has excellent communication skills, is organised, and has the ability to prioritise their work and the work of the team effectively. The post holder must be able to demonstrate initiative and, at times work unsupervised. It is essential that the post holder has a range of administrative and secretarial skills including effective use of the full Microsoft Office suite and excellent customer service skills. The post holder must maintain a high degree of confidentiality with relation to employees, and sensitive information in accordance with Trust policies and procedures
About us
We are passionate about providing the very best care to the people we support, and we're looking for amazing people who share this passion to join us.
What is it that makes our Trust such a special place to work? Well, it's all about the people. Our staff, service users, carers and families all come from such diverse backgrounds and all have expertise and stories to share.
It's important that you feel supported in your role, that the people who you work with are as passionate as you are and that your health and wellbeing is taken care of
If you're interested in developing your career, you'll have access to a range of training and education opportunities, including apprenticeships, work experience and placements, as well as the chance to get involved in research.
We are very proud of the difference we make to people's lives each and every day and if that's something that you'd like to be part of we'd love to have you with us.
Job description
Job responsibilities
To organise and prioritise own workload.
To support the provision of an effective secretarial and administrative service to the team whilst maintaining a high degree of confidentiality in relation to any information about staff. residents and service changes organisational wide.
To deal efficiently and competently on a daily basis with complex administrative tasks often with tight deadlines.
Ensure systems are in place to capture and retrieve statistical information, maintaining databases and producing reports as requested.
Preparation, distribution and circulation of relevant documents and information both internally and externally as required.
Be the first point of contact, provide non-clinical advice and exercise own judgement when dealing with enquiries and independently communicate effectively on behalf of the Team. The post holder will be expected to resolve queries wherever possible, taking messages or redirecting calls as appropriate and ensuring timely action is taken.
Be sympathetic and sensitive to the requirements of staff/ professionals/ families when communicating either face to face or by telephone when dealing with a difficult situation e.g. aggressive or demanding behaviour.
Deal with enquiries to the teams and liaising with professionals from external agencies SHSC, which includes maintaining a confidential and accurate message system.
Directing/re-directing paperwork and emails.
Receive and distribute internal and external mail, ensuring sensitive information is brought to an appropriate persons attention in a timely manner.
Produce regular routine information and reports as required by the staffing team
Set up and maintain accurate and robust information and filing systems inclusive of paper and electronic systems.
- Liaise with SYHA and external providers regarding maintenance and repair requests.
- Log, monitor, and follow up maintenance issues to ensure timely resolution.
Schedule and minute meetings as required.
Monitor the generic email inbox and action in a timely manner.
Fire warden duties including keeping up to date with mandatory training requirements.
Finance & Resources
Stock monitoring.
Completing requisitions using the Trusts online financial system.
- Process invoices, receipts, and petty cash.
- Manage residents personal allowances with accurate accounting.
- Handle and record cash for Activity Co-ordinator and staff initiatives.
- Process and record payments for services such as chiropody and hairdressing.
Job description
Job responsibilities
To organise and prioritise own workload.
To support the provision of an effective secretarial and administrative service to the team whilst maintaining a high degree of confidentiality in relation to any information about staff. residents and service changes organisational wide.
To deal efficiently and competently on a daily basis with complex administrative tasks often with tight deadlines.
Ensure systems are in place to capture and retrieve statistical information, maintaining databases and producing reports as requested.
Preparation, distribution and circulation of relevant documents and information both internally and externally as required.
Be the first point of contact, provide non-clinical advice and exercise own judgement when dealing with enquiries and independently communicate effectively on behalf of the Team. The post holder will be expected to resolve queries wherever possible, taking messages or redirecting calls as appropriate and ensuring timely action is taken.
Be sympathetic and sensitive to the requirements of staff/ professionals/ families when communicating either face to face or by telephone when dealing with a difficult situation e.g. aggressive or demanding behaviour.
Deal with enquiries to the teams and liaising with professionals from external agencies SHSC, which includes maintaining a confidential and accurate message system.
Directing/re-directing paperwork and emails.
Receive and distribute internal and external mail, ensuring sensitive information is brought to an appropriate persons attention in a timely manner.
Produce regular routine information and reports as required by the staffing team
Set up and maintain accurate and robust information and filing systems inclusive of paper and electronic systems.
- Liaise with SYHA and external providers regarding maintenance and repair requests.
- Log, monitor, and follow up maintenance issues to ensure timely resolution.
Schedule and minute meetings as required.
Monitor the generic email inbox and action in a timely manner.
Fire warden duties including keeping up to date with mandatory training requirements.
Finance & Resources
Stock monitoring.
Completing requisitions using the Trusts online financial system.
- Process invoices, receipts, and petty cash.
- Manage residents personal allowances with accurate accounting.
- Handle and record cash for Activity Co-ordinator and staff initiatives.
- Process and record payments for services such as chiropody and hairdressing.
Person Specification
Qualifications
Essential
- oGCSE grade C or equivalent in English Language and Maths
Desirable
- ECDL or equivalent qualification
Knowledge
Essential
- oExcellent interpersonal and communication skills
- oExcellent organisational skills
- oUse of spreadsheets and databases
- oGood command of verbal/written English and good numerical skills
Desirable
- oExperience supporting staff administration, rotas, or workforce records.
Skills
Essential
- oAble to work under pressure in a changing environment
- oGood understanding of confidentiality
- oWillingness to undertake training and personal development in line with the post
Desirable
- Ability to work well within the team
- Ability to work without direct supervision
Person Specification
Qualifications
Essential
- oGCSE grade C or equivalent in English Language and Maths
Desirable
- ECDL or equivalent qualification
Knowledge
Essential
- oExcellent interpersonal and communication skills
- oExcellent organisational skills
- oUse of spreadsheets and databases
- oGood command of verbal/written English and good numerical skills
Desirable
- oExperience supporting staff administration, rotas, or workforce records.
Skills
Essential
- oAble to work under pressure in a changing environment
- oGood understanding of confidentiality
- oWillingness to undertake training and personal development in line with the post
Desirable
- Ability to work well within the team
- Ability to work without direct supervision
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.
