An exciting opportunity has arisen for a band 4 Senior Administrator for the health and social care integrated Adult Community Learning Disabilities Team (CLDT), based at County Hall in Norwich.
We are looking for an enthusiastic, innovative, friendly and highly motivated person with the ability to manage and prioritise their own workload and that of the administrative team.
Experience in administration, effective communication and organisational skills are essential, alongside a commitment to working with adults with learning disabilities, their families and carers.
The role and responsibilities will include line-management of the small Business Support Team (BST) of administrative staff, handling telephone and face-to-face enquiries, and assisting managers and the wider community team.
The BSTprovide administrative support to health and social care operational staff within the CLDT and Norfolk LD Service, including taking minutes, managing data and ensuring administrative functions and processes are completed in a thorough and timely manner.
Knowledge of and experience in using NHS and Social Care systems would be desirable.
The team uses a hybrid model with working remotely from home along with attending the team base during the week as required.
The successful candidate will have opportunities for personal and professional development through training and supervision.
Apply now to join an organisation that has been awarded an ‘Outstanding’ rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.
Main Duties & Responsibilities
To independently manage, carry out and prioritise a variety of administrative and clerical duties using both NCHC and NCC systems as necessary and undertake other general office duties without direct supervision (deciding when it is necessary to refer to the Business Support Service or line manager), which will include:
• Overseeing administrative tasks to ensure business efficiency.
• Promoting integrated working for Health and Social Care within the Business Support Team, the CLDT and Norfolk LD Service.
• Provide supervision of junior administrative staff.
• Recognising need for service development and support the implementation of business change as appropriate / directed.
• Using a range of software programmes and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentation, which may include medical terminology and deal with matters of a complex and/or distressing nature.
• Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents.
• Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner.
• Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner.
• Researching appropriate websites, downloading and circulating documents, as requested.
• To anticipate and assess problems or issues, showing initiative and exercising independent judgement in resolving or actioning them.
• To support the Management Team in their day to day tasks.
• To aid Manager within the integrated team with senior administration tasks.
• To manage and maintain schedules and diaries, organise and service meetings and clinics, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring that papers are ready for meetings, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings.
• To undertake receptionist/telephonist duties in support of the integrated LD Service, receiving and processing telephone calls, including referrals, which may be urgent, liaising with health and social care professionals to correctly process referrals.
• To communicate professionally and effectively with colleagues, stakeholders and service users at all levels, providing clear information and guidance, exercising tact and judgement in dealing with and resolving enquiries, taking accurate messages and ensuring these are actioned and/or passed to the relevant person in a timely manner at all times.
• To provide and receive contentious or sensitive information about difficult or complex matters and to respect confidentiality at all times.
• To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system, EROS and carrying out research into goods and services as required.
• Inputting onto various databases and systems, e.g. Liquid Logic Adult System (LAS), SystmOne, PAS, EASY and designated spreadsheets, within the required timescales and deadlines.
• To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times. To undertake any other site and facilities duties, as requested.
• To undertake financial duties and recording, as required and to be responsible for ensuring that petty cash, monies or valuables are accurately recorded and banked promptly and that a regular audit is carried out to ensure compliance with procedures and financial standing orders.
• To implement policies for own work area and propose changes, as necessary and demonstrate own duties to new starters.
• To receive controlled items including (but not exclusively), prescription pads and drugs, in accordance with Trust Protocol Guidelines, ensuring secure storage and distribution to the relevant disciplines.
• Provide cover in other departments, including Reception, during period of absence, as directed. This may require travelling to other sites.
• It is the post holder’s responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
• To support junior staff within the business support team with their roles and responsibilities to promote the business functionality of the team to sustain quality of care delivery.
This advert closes on Monday 15 Jul 2024
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