Administration Coordinator

Job responsibilities

Key result areas

1. Responsibility for communication and relationships

1.1. Regularly communicate with a range of stakeholders via telephone and email, to support delivery of service. .

1.2. Maintain effective liaison with stakeholders and manage enquiries through to resolution ensuring they are kept informed of progress.

1.3. Be aware of service users and stakeholders needs through regular communication and updates.

1.4. Effectively and efficiently deal with staff who have raised service issues, ensuring that they are understood and accurately documented, demonstrating the use of initiative where appropriate.

1.5. Provide updates and solutions as issues progress, e.g. audit outcomes.

1.6 Provide assistance and ongoing support to staff.

1.7 Be a focal point for team communications and co-ordination with other business support functions within LCH.

1.8 Work with stakeholders to ensure smooth delivery of services, negotiating where issues arise to gain resolutions, and managing the day-to-day relationships.

1.9 Handle sensitive information in a confidential manner and ensure accuracy in all documentation that is communicated to all parties.

The post holder will engage with a range of stakeholders both internal and external which may vary dependant role.

2. Responsibility for analysis and judgement

2.1. Undertake a range of variable tasks and small scale projects, as assigned by the line manager.

2.2 Assist senior members of staff with business and operational delivery tasks. Co-ordinating and contributing as and when required.

2.3 Make effective decisions, raising queries with appropriate parties and undertake appropriate analysis to support those decisions or recommendations where there may be a range of options.

2.4 Judge if issues require escalation in order to be resolved.

2.5 Investigation of formal complaints where necessary.

3. Responsibility for planning and organisation

3.1 Assist with the organisation and administration of multiple meetings including preparing papers, taking notes/minutes, action logs and liaising with the Chair regarding follow up actions.

3.2 Assist with the organisation of stakeholder groups.

3.3 Make travel and accommodation arrangements.

3.4 Manage own workload completing tasks that have been delegated by line manager or others ensuring any issues are highlighted as appropriate.

3.5 Work in an organised manner using own knowledge and expertise to deliver tasks on time and to standard.

3.6 Take responsibility of quality of own work and keep the team informed of how it is progressing.

3.7 Play a significant part in the day to day operations and activities of the Administration Service to support the delivery of service, which will regularly require the formulation and adjustment of plans.

3.8 Proactively contribute to the planning work of the whole team.

3.9 Undertake a range of administrative tasks to support business and operational delivery functions.

4. Responsibility for policy and service improvement and development

4.1 Develop procedures and protocols for own work area which involves producing procedures for everyday tasks, and identify procedures which can be further developed.

4.2 Propose changes to policies impacting across the whole of the administration service where appropriate.

4.3 Keep up to date with issues relating to the work of the team.

4.4 Contribute to the overall adherence to policy.

4.5 Be familiar with LCH policies and procedures, seeking advice as appropriate, to handle any urgent staff issues directly associated with own role.

5. Responsibility for financial and other physical resources

5.1 Ensure that agreed procedures and practices are followed e.g. when ordering equipment or stationery.

5.2 Hold a delegated budget where appropriate.

5.3 To be authorised signatory responsible for the authorisation of paperwork for Salaries and Wages.

5.4 Ensure that Standing Financial Instructions are adhered to in respect of monies received e.g. petty cash.

5.5 Responsible for monitoring stock within agreed service area by authorising weekly orders up to designated limit. Use the e-proc system to ensure that all orders are coded correctly and forwarded to relevant approving manager.

5.6 Responsible for maintaining appropriate levels of physical resources, e.g. stock, as determined by assignment.

6. Responsibility for human resources

6.1 Day to day management of direct reports, including performance management, appraisals and contributing to grievance and disciplinary cases as required.

6.2 Identify own skills, knowledge and behaviour gaps to inform own development plan and discuss with Line Manager.

6.3 Have input into training new team members on internal processes and procedures.

6.4 Assist in organising induction of new team members for the wider team.

6.5 Provide training to staff as required, e.g. use of mobile phones or other equipment.

6.6 Strong and effective leadership of teams, as determined by assignment.

6.7 Deputise for the Administration and Business Support Team Leader as needed.

6.8 Act as Recruiting Manager.

7. Responsibility for information resources

7.1 Prepare letters, emails, agendas,, briefings, presentations and reports accurately, ensuring that all written materials conform to LCH formatting and style standards.

7.2 Maintain templates and update reference documents as needed.

7.3 Maintain spreadsheets to an accurate standard.

7.4 Maintain accurate records on internal databases as required.

7.5 Update and maintain databases.

7.6 Responsible for the gathering, recording and analysing information from a variety of sources.

8. Responsibility for audit, research and development

8.1 Carry out desk-based research, using the web and other sources to support the work of the wider team.

8.2 Assist with conducting audits in relevant areas according to assignment.

9. Freedom to Act

9.1 Have autonomy to prioritise own workload, highlighting issues with workload or diary management as appropriate.

9.2 Deputise for Administration and Business Support Team Leader when necessary.

9.3 Seek help when needed in order to complete own work effectively.

9.4 Deliver services within parameters of policy (and/or specialist training as required), identifying the need to escalate where service requests may breach organisational policy.

9.5 Adhere to relevant legislation such as Health and Safety Act, Freedom of Information Act and the Data Protection Act.

10. Responsibility for health, safety and security

10.1 All LCH employees have a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions, and to co-operate with the organisation in adhering to statutory and departmental safety regulations.

10.2 Ensures all operational delivery area activities adhere to the security and information governance standards and requirements as defined by LCH.

11. Responsibility for equality, diversity and rights

11.1 LCH has a vision to provide the best possible care to every community that we serve. To help us realise the vision each of us must be open and honest and do what we say we will, treat everyone as an individual and continuously listen, learn and improve.

12. Responsibility for quality

12.1 Acts as an advocate for service users and their families/carers recognising the boundaries of their knowledge; liaising and signposting on to other services/agencies as required.

12.2 Ensures that service user experience is core to all service development gaining support from appropriate teams as required.

12.3 Works with managers and colleagues to identify, manage and minimise risks within the overall organisational risk management frameworks. Understanding and applying knowledge of support role in safeguarding and incident management.

12.4 Quality assures service provision whenever appropriate.

Qualifications

Essential

• 5 GCSEs including English and mathematics (or equivalent)

Desirable

• CMI Level 4 Diploma in Management and Leadership
• First Aid Certificate
• Managing Safely
• Certificate
• Fire Warden certified
• Nationally recognised Health and Safety qualification e.g. IOSH

Experience

Essential

• Good working knowledge of Microsoft Office including Outlook, Word, Excel, PowerPoint, Access, Share Point and Microsoft team packages
• Knowledge of the importance of information governance, i.e. maintaining the confidentiality of information, storing information in the right place and making sure information is recorded clearly and accurately

Desirable

• Intermediate level knowledge of Microsoft Office including Outlook, Word, Excel, PowerPoint, Access, Share Point and Microsoft Team software packages

Skills and Attributes

Essential

• Essential
• Skills and experience Business and Operational Delivery
• Good written communication skills, including grammar and spelling
• Experience of maintaining filing systems both electronically and manually
• Experience of arranging and supporting meetings; taking notes, observing procedures and distributing meeting papers
• Experience of working in a busy office environment
• Proven ability to understand and react appropriately to risks and issues
• Ability to extract and understand information from various sources Ability to undertake surveys or audits as necessary to own work
• Previous experience requiring the handling of sensitive information in a confidential manner
• Experience of maintaining one or more information systems, managing storage and retrieval of records
• Ability to adapt to new changes implemented by the organisation
• Leadership
• A proactive and forward thinker with the ability to work autonomously as well as an effective member of the team
• Proven ability to work collaboratively in a dispersed team
• Managing feelings, concerns and emotions of self and others
• Self-motivated with an ability to work with some supervision on a day to day basis and contribute to the overall team goals
• Ability to work consistently, methodically and reliably under pressure
• Decision-making
• Ability to analyse and compare a range of options where there is more than one solution to a problem
• Planning and Resource Management
• Ability to pay attention to detail within tight deadlines with frequent unpredictable interruptions
• Ability to identify and implement improvements to processes
• Able to plan and prioritise own workload
• Demonstrable ability to multi-task and support a number of team members at the same time
• Communication and Stakeholder Relationship Management
• Demonstrate good written and verbal communication skills, including grammar and spelling
• Demonstrate good attention to detail with own communications
• including those sent via email.
• Able to deal effectively and efficiently with queries and demonstrate the use of initiative in these dealings
• Ability to work productively and co-operatively with colleagues
• and customers to deliver quality services
• Experience in the NHS or wider health and social care setting
• Customer service experience

Desirable

• Experience in the NHS or wider health and social care setting
• Customer service experience