Administrator

Allscreens Nationwide Ltd; Plymouth; On-site; GBP 21,000 - 26,000; Full time

Job summary

Allscreens Nationwide Ltd in Plymouth is seeking an organized secretary to provide secretarial and administrative support across the service area, including meeting coordination, minutes, data input, reception duties and handling confidential documents.

You will work independently and as part of a team, supervise junior staff where appropriate, and help maintain records, customer service quality and effective communication with clinical staff, service users and other stakeholders.

Qualifications

• Solid secretarial support experience required.
• Proficient in data input and record-keeping.
• Experience with minute taking and meeting administration.

Responsibilities

• Arrange meetings and events; book venues and equipment.
• Respond to queries by phone, email and in writing.
• Produce accurate informal and formal minutes; distribute as directed.
• Maintain electronic and hard copy records; manage training logs.

Skills

Secretarial skills

Data entry

Minutes taking

Reception duties

Team supervision

Tools

Microsoft Office

Patient record systems

Job description

JOB PURPOSE

To deliver an effective and competent level of secretarial and administrative support and consistently deliver a client focused service which promotes good customer service and effective working relationships. To be responsible for providing daily secretarial and administrative support in the allocated service area ensuring business priorities are met for example: maintaining records, minute taking, data inputting and reception duties. Typing of confidential reports/letters; which may be supplied via hard copy and/or dictation, (which may contain distressing information) as requested to meet service needs. Working proactively to support team. Ability to work on own and proactively as part of a team To provide the day-to-day supervision and line management of junior staff where appropriate. The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will need to be flexible to carry out any other duties as may be reasonably required by their line manager.

SCOPE AND RANGE

This post is expected to liaise and build positive working relationships with a variety of stakeholders such as; clinical staff, general practices, service users and all other appropriate bodies.

MAIN DUTIES/RESPONSIBILITIES

Management of service To arrange meetings and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available, in conjunction with line manager where required. Respond to telephone, email and written queries on behalf of the service area including call handling where appropriate as agreed with line manager. To produce informal and formal minutes as an accurate record of meetings, transcribing and distributing as directed. Maintain accurate and timely electronic and hard copy information e.g. training logs using organisational systems as directed (ensuring ease of access/retrieval as appropriate) and in line with policies. Supporting operational staff to access management information; electronic and hard copy. Collect and collate data to enable managers to monitor budgets and performance in relation to business support function with support of line manager. Collect, collate and prepare information for service area users with support of line manager. To provide support to customer and visitor reception areas, acting as the first point of enquiry and sign posting individual to relevant information / service. Support the management team to ensure that internal and external communication systems are in place. Ensure that all complaints, compliments, concerns, comments and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately, supporting junior staff where necessary. Maximise the use of electronic systems to enable effective management of the service area such as Microsoft Office and patient record systems. Be compliant with the Data Protection and record management policies and procedures with particular reference to confidentiality and safeguarding issues. Be proactive and contribute ideas for improvement in the way the service is delivered. Able to work on own initiative, prioritising work within defined policies and procedures to set timescales. Ensure that all office support services e.g. post, filing, photocopying, are delivered in a timely manner. Promote the image of the department, checking that notices and leaflets are up to date & well presented. Demonstrate own activities to new or less experienced employees.

Financial management To process and pass for payment all relevant invoices in a timely manner in accordance with business process, with support of line manager. To support the line manager with banking and remittance service (including petty cash). Monitor stock e.g. stationery and order supplies and equipment as required within the business area. Undertake surveys or audits as directed.

COMMUNICATIONS AND RELATIONSHIPS

One of the main aspects of this role is to liaise and build positive working relationships with a variety of stakeholders such as; clinical staff, general practices, service users and all other appropriate bodies.

PHYSICAL DEMANDS OF THE JOB

Frequent sitting & standing. Inputting at a keyboard for most of day, frequent light effort to lift, sort & file case notes. May have to occasionally move presentation equipment and office supplies or clinic consumables.