Senior Administrator

NHS Jobs; Sheffield; On-site; GBP 14,000 - 18,000; Full time

Job summary

STEPS in Sheffield is seeking an organised administrator to provide day-to-day support to the Admin and Reception team, including induction and training. You will be the first point of contact for routine admin queries and escalate where needed, helping balance workloads and ensure service coverage.

You will assist with rota planning, annual leave, and maintain reception and admin cover, lead regular team catch-ups, and act as the link to the Continuous Improvement Manager with daily check-ins.

Responsibilities

• Provide day-to-day support and guidance to the Admin and Reception team, including helping with induction and training.
• Act as the first point of contact for routine admin queries and issues, escalating concerns where needed.
• Help manage workloads and priorities across the team to make sure service needs are covered.
• Support rota planning and annual leave to maintain appropriate reception and admin cover.
• Lead regular team catch-ups and keep communication flowing across the department.
• Keep the Continuous Improvement Manager updated on service pressures, emerging issues and team support needs.
• Support audits, quality reviews, compliance checks and any follow-up actions.
• Maintain high standards of admin accuracy, record keeping and compliance with organisational policies and procedures.
• Identify practical ways to improve admin processes and support the introduction of new systems and ways of working.
• Help maintain consistent standards of service across the team and escalation risks or concerns promptly.

Job description

Provide day-to-day support and guidance to the Admin and Reception team, including helping with induction and training. Act as the first point of contact for routine admin queries and issues, escalating concerns where needed. Help manage workloads and priorities across the team to make sure service needs are covered. Support rota planning and annual leave to maintain appropriate reception and admin cover. Lead regular team catch-ups and keep communication flowing across the department. Act as the main link between the Admin and Reception team and the Continuous Improvement Manager, with daily check-ins on priorities, workload and any issues requiring support. Keep the Continuous Improvement Manager updated on service pressures, emerging issues and team support needs. Support audits, quality reviews, compliance checks and any follow-up actions. Maintain high standards of admin accuracy, record keeping and compliance with organisational policies and procedures. Identify practical ways to improve admin processes and support the introduction of new systems and ways of working. Help maintain consistent standards of service across the team and escalation risks or concerns promptly.

To provide a professional, courteous and prompt first point of contact for clients, visiting families, guests and external visitors.

To be responsible for providing a client-centred reception service which;

• Deals with all enquiries appropriately, referring issues which cannot be resolved immediately by referring to the correct team member
• Maintains appropriate call and action logs
• Ensures that the correct processes are followed for client and guest sign in and sign out, including making sure people are aware of the correct site safety procedures
• Carries out all start and end of day processes for reception
• Ensures that the reception area and the admin office is kept tidy and presentable at all times
• Takes delivery and sign for packages and post
• Takes cash/card payments from clients and team members when necessary
• Books taxis for clients and visitors when requested or agreed by a STEPS team member according to the relevant procedures

To provide additional administrative support as appropriate, for example;

• Typing up clinical notes as required
• Input client timetables
• Raise Invoices
• Order clinical supplies, stationery and other equipment as requested

Leadership & STEPS Values

Provide day-to-day support and guidance to the Admin and Reception team, including helping with induction and training. Act as the first point of contact for routine admin queries and issues, escalating concerns where needed. Help manage workloads and priorities across the team to make sure service needs are covered. Support rota planning and annual leave to maintain appropriate reception and admin cover. Lead regular team catch-ups and keep communication flowing across the department. Act as the main link between the Admin and Reception team and the Continuous Improvement Manager, with daily check-ins on priorities, workload and any issues requiring support. Keep the Continuous Improvement Manager updated on service pressures, emerging issues and team support needs. Support audits, quality reviews, compliance checks and any follow-up actions. Maintain high standards of admin accuracy, record keeping and compliance with organisational policies and procedures. Identify practical ways to improve admin processes and support the introduction of new systems and ways of working. Help maintain consistent standards of service across the team and escalation risks or concerns promptly. To comply with STEPS policies and procedures at all times To maintain client confidentiality at all times whilst carrying out duties. To ensure confidentiality of information in respect of records maintained and tasks undertaken To effectively communicate using a variety of styles that demonstrates the values and behaviours of STEPS. To communicate with people clearly and in a manner and at a level and pace appropriate to their abilities, preferences and beliefs. To be respectful of a clients dignity at all times and develop effective relationships with clients, their families, carers, the interdisciplinary team.