Administration Assistant (Healthcare)

Dunnebier; Sheffield; On-site; GBP 20,000 - 25,000; Part time

Job summary

A healthcare organization in Sheffield is looking for a dedicated Administrative Assistant to provide support to their management and care teams. The role includes managing correspondence, scheduling meetings, and maintaining records. Previous experience in an administrative role is preferred but training will be provided. Ideal candidates will have strong organizational skills and proficiency in Microsoft Office. This position offers 30 hours per week with the potential to increase to full time.

Qualifications

• Experience in an administrative or clerical role is preferred.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Ability to handle sensitive information discreetly.

Responsibilities

• Provide day-to-day administrative assistance to management and care teams.
• Maintain and organize office supplies and equipment.
• Assist with scheduling meetings and training sessions.
• Maintain accurate filing systems both electronic and paper.

Skills

Organizational skills

Communication skills

Attention to detail

Proficient in Microsoft Office

Job description

Hours: 30 per week, with the potential to increase to full time.

This role is ideal for someone who is highly organized, approachable, and enjoys supporting a busy care service. You'll play a key part in ensuring the smooth running of day-to-day operations by providing reliable administrative and clerical support to the management and care teams.

Experience in a healthcare or care setting is desirable but not essential; training will be provided for the right candidate.

Key Responsibilities

Administrative Support

• Provide day-to-day administrative assistance to the management and care teams.
• Maintain office supplies, equipment, and ensure general organization of the office environment.
• Prepare and format letters, reports, and other documentation as required.

Communication

• Answer phone calls and emails, direct queries appropriately, and handle general enquiries in a polite and professional manner.
• Liaise with staff, clients, and external agencies to support care operations.

Scheduling and Coordination

• Organise meetings, training sessions, and appointments using Microsoft Outlook.
• Take clear, accurate notes during meetings and distribute them promptly.
• Assist with staff rota updates or diary management when required.

Record Keeping and Compliance

• Maintain accurate and up-to-date electronic and paper filing systems.
• Handle confidential information in line with GDPR and company policy.
• Support compliance processes by tracking staff training, DBS checks, and documentation.
• Assist with preparing audit files and reports for CQC or local authority inspections.

Data Entry and Reporting

• Enter and update information in spreadsheets and databases with accuracy.
• Assist in producing basic reports or summaries as directed by management.

Customer Service

• Provide friendly and professional support to staff, service users, and visitors.
• Help respond to routine queries and direct complex matters to the appropriate colleague.

Financial and Clerical Support

• Process petty cash, invoices, and staff expenses under supervision.
• Keep accurate financial and administrative records.

Core Skills and Attributes

• Previous experience in an administrative or clerical role.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Excellent communication and organizational skills.
• High attention to detail and accuracy in record keeping.
• Ability to work well as part of a team and follow instructions.
• Discreet and professional when handling sensitive information.

Understanding of or interest in the Health & Social Care sector