Administrative Support Officer (Interpretation & Translation Service)

Gloucestershire Health and Care NHS Foundation Trust; Gloucester; On-site; GBP 10,000 - 12,000; Part time

Job summary

Gloucestershire Health and Care NHS Foundation Trust is seeking an experienced administrator to join the Operational Team, providing support for the Translation and Interpretation Service. You will handle data collation, issue purchase orders and assist with invoice payments, while maintaining excellent communication via email and phone.

The role is permanent and part-time (20 hours per week), with duties spanning from compiling minutes and agendas to supporting governance and performance

Qualifications

• Experience in an administrative role with data collation and invoicing
• Ability to raise purchase orders and support invoice payments
• Excellent communication skills for emails and phone contact
• Educated to NVQ Level 3 in Business Administration or equivalent NHS experience with Level 3 qualification in post

Responsibilities

• Provide administrative support for the Translation and Interpretation Service
• Collate monthly management information, invoices, KPI information and records
• Prioritise documentation such as minutes, agendas and action logs
• Maintain effective communications with internal and external contacts
• Support the professional image of the Trust through confidentiality and customer care
• Move towards new ways of working using video/telephone services where appropriate
• Collate an annual summary of interpretation and translation services
• Work with Contracts Team and Operational Governance Lead to share contract disputes
• Handle day-to-day enquiries regarding Translation and Interpretation bookings

Skills

Administrative experience

Data collation

Invoices & PO processing

Microsoft Office

Education

NVQ Level 3 in Business Administration

Tools

Microsoft Excel

Microsoft Word

ERP system

Job description

This role is offered on a permanent basis. The hours are part-time, 20 hours per week.

We are looking for an experienced and enthusiastic administrator to be part of the Operational Team, to provide administrative support for the translation and interpretation service. We need someone with experience of working within an administrative role, to be able to work closely with contracted providers, confident with the collation of data, able to raise purchase orders and support the payment of invoices, excellent communication skills as this role is the main point of contact on both email and telephone. You will need to be educated to NVQ level 3 in Business Administration, or if you have equivalent NHS experience and have a vocational level 2, you will be supported and expected to complete the level 3 qualification whilst in post. You will be supported to further develop your skills and experience.

The role is busy and varied with no two days the same, working 20 hours a week, Monday to Friday.

Support the provision of an efficient administrative support to the Operational Governance and Performance Lead, with the Interpretation and Translation Service.

Provide a full range of administration work as directed

To provide administrative support as required and provide cover for colleagues

Prioritise documentation including minutes, agendas, action logs

Provide effective communications and relationships with internal and external contacts

Project the professional image of the Trust through demonstrating excellent customer care and confidentiality in all activities

We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.

Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:

• 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
• 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
• 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.

This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.

To provide full range of administration support

Work closely, as part of a team with the Operational Governance and Performance Lead, Senior Executive PA to the Chief Operating Officer and Administrative Support Officer to the PA.

To use own initiative in prioritising workload to ensure deadlines are met. When appropriate propose changes to working practices

To use Microsoft office packages to produce reports, spreadsheets, presentations and emails to a high quality standard

To undertake any other administrative duties as and when required

Work closely with contracted service providers to ensure monthly management information, invoices, KPI information and records of complaints, compliments and concerns are received, up to date and accurate.

Support new ways of working in terms of moving from face to face, to adopting video and telephone for some services.

Collate an annual summary of interpretation and translation services.

Work with colleagues in the Contracts Team and Operational Governance and Performance Lead to share any contract disputes.

To deal with day to day enquires with regards to the Translation and Interpretation bookings.