Business Support Administrator

Job description

Job responsibilities

Key Result Areas

The below describes the important aspects of the role but is not an exhaustive list. The role will need to adapt as the administration team develops.

To provide a full and efficient administration service to various strands of PCL including dealing with post, the provision of minute taking, preparation and distribution service of agenda and meeting papers.

To respond to queries and incoming emails within own mailbox and information mailbox, ensuring prompt attention in a professional and sensitive manner, assessing situations and seeking further information where required.

To ensure patient and staff confidentiality is always maintained.

To manage own workload, seeking advice when required from the Executive Assistant performing routine office procedures including typing of reports, letters, and other documents, opening and distributing correspondence, dealing with outgoing post as and when required, photocopying, scanning and filing.

Using word processing skills, to provide a typing support to the team including reports, letters, memorandum, minutes.

To have a thorough working knowledge of electronic systems including E-mail, word, excel, PowerPoint.

To provide support to ensure that essential paperwork, templates and polices are kept up to date.

To support with monthly data collection with support and direction from the Executive Assistant.

To support and process room booking requests for the Executive and Senior Management Team.

To recognise the need for flexibility and be willing to undertake extra duties as and when required that are commensurate with the grade and responsibilities of the post including providing cover for other admin staff across the company i.e. supporting the quality and data returns, liaising with external stakeholders.

Communication

Good communication and personal skills: calm, friendly, and efficient.

To have a positive working relationship within the team and with external stakeholders.

Always act in a professional and responsible manner with customers, service users and colleagues, using appropriate language and communication skills, which acknowledge barriers to understanding, cultural differences and diversity.

Always maintain strict confidentiality of information.

Provides and receives complex or sensitive information.

Planning and organisational skills

Able to demonstrate excellent organisational and time management skills.

Plan and organise information and administrative processes.

Arrange meetings and manage diaries where required.

To be able to manage own workload with due regard to timescales, using own initiative where appropriate.

Be able to reprioritise workloads at short notice.

Risk Assessment

Works with display screen equipment for prolonged periods.

The successful applicant will need to have the ability to travel to different sites.

Person Specification

Other Requirements

Essential

• Ability to work flexibly and as part of a team.
• Ability to adapt and change working priorities in line with those needed for the organisation
• Ability to use modern office software (Word, Excel, PowerPoint)

Skills

Essential

• Able to communicate clearly and effectively with diverse staff at all levels of the organization and external stakeholders.
• Able to produce meeting minutes, letters and reports.
• Able to make decisions on the basis of information received e.g. best time for meetings, diary rearrangement etc.
• Use own initiative and manage time effectively.
• Able to demonstrate organisational skills.
• Approachable manner.

Qualifications

Essential

• Demonstration of a high level of IT skills Demonstration of RSA 1/2 or equivalent experience.

Experience

Essential

• Demonstration of administration experience in a busy office/team environment.
• Experience of being able to effectively prioritise a varied workload.
• Experience of working effectively in a team to progress the goals of the organisation.

Desirable

• Experience working within the healthcare sector.

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

LLR Patient Care Locally Community Interest Company

Address

Offices 2 & 3

Coalville Business Centre, Goliath Way

Coalville

Leicestershire

LE67 3FT

Employer's website

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