Administrative Assistant

Job overview

Working within the Essex Wellbeing Service the postholder will be responsible for the day-to-day administrative support of the Tobacco Control Team.

The role will include accurate data entry, supporting team members with project administration, supporting with events and liaising with service users, internal and external partners.

Main duties of the job

Would be required to demonstrate excellent communication skills both verbally and written to support the team with all administration duties.

Data entry using service systems, Word and Excel ensuring the discretion and sensitivity when dealing with confidential information.

Liaise with internal and external parties.

Ability to work under pressure and prioritise workload to support service delivery.

Work independently and as part of a team to ensure timescales are met by planning and prioritising own workload

Working for our organisation

Any profits we make are reinvested into the local community or back into delivering services.

We work from a variety of community settings, such as community hospitals, community clinics, schools, nursing homes and primary care settings, as well as within people’s homes to provide more than 40 services to children, families and adults across Essex, Dorset, East Anglia and the North of England.

A highly respected, award winning health and social care provider. We expect our staff to demonstrate and uphold our values at all times:

Mission: An ambitious, employee owned social enterprise, growing in size and influence. We transform lives by treating, caring and educating people.

Provide is an equal opportunity employer committed to building a team that represents a variety of backgrounds, perspectives and skills, proud to have LGBT+ and Ethnic Minority Networks.

We welcome applicants from underrepresented groups. If you have the skills and experience for the job, please apply regardless of your background.

Eligible for NHS Pension

Detailed job description and main responsibilities

• Registration and accurate entry of client data onto the Priority Digital System and Systmone
• Dealing with emails and telephone enquiries in a prompt and professional manner and escalate those which require input from other colleagues
• Supporting with administrative duties on all additional projects requested of the EWS Tobacco Control Team
• Regular use of word, excel and service systems.
• Attend team meetings and events for the Tobacco Control Service
• Liaison with internal and external parties via emails, telephone and face to face.
• Maintain and input accurate data.
• Working as an effective member of the team to deliver the service which includes Key Performance Indicators
• Work independently and as part of a team to ensure timescales are met
• Any other function commensurate with competencies and job role, ensuring they are working within the Provide policies and procedures.

Person specification

Essential

• GCSE’s or equivalent qualifications, or equivalent work experience.
• Demonstrable experience of either administrative, data entry and use of IT skills in a practical setting.
• Work related experience.
• Experience of working within a team and providing support to more than one person
• Knowledge and understanding of confidentiality and of working with sensitive information
• Customer services skills
• Ability to plan and prioritise own workload.
• Ability to work under pressure and prioritise workload between urgent and routine tasks.
• The post holder will be required to travel to training events, meetings or to carry out duties of role.

• NCSCT Level 2 or knowledge of smoking cessation
• Experience of working in health/social care setting.
• Experience of working with Priority Digital Health software.

Essential

• Excellent interpersonal and communication skills, oral, verbal, written and electronic.
• Competent use of Microsoft Office – e.g. Word, Excel and Outlook.
• Competent typing skills

FURTHER INFORMATION:

• All correspondence for this post will be by email or text messaging. Please register for text messages on your TRAC account. Applicants are advised to check their email accounts regularly to ensure that email filters are set to allow our mails.
• As we often have many applicants for jobs at Provide, we regret that we will only be able to contact those external applicants who are shortlisted for interview. Therefore if you have not heard from us within 2 weeks of the closing date, then please assume you have not been shortlisted for interview on this particular occasion. Internal candidates who are unsuccessful can seek feedback from the recruiting manager.
• If you wish to contact the Recruitment Team, please do this via [email protected]
• If you wish to contact the Recruiting Manager about the vacancy/role or for feedback after interview, their details are provided within the advert.

Checking progress on your application?

To check progress on your application, please log into your TRAC account. We aim to keep you updated on the status of your application as soon as we can.

Closing Date

Provide reserves the right to close this vacancy at any time or bring forward the closing date should it have an overwhelming response. We therefore encourage an early application to ensure consideration for this post.

Professional UK clinical registration required for the role?

If we require you to hold UK professional clinical registration to undertake a role we appoint you to, Provide will pay for your registration during the first year of your employment.

COVID-19 Vaccination

Provide CIC continues to encourage all colleagues to ensure they have been double vaccinated and received a booster vaccination.

We recognise taking the vaccine provides the best defence against COVID 19 for our patients, service users, customers, fellow colleagues, and their families.

Anti Fraud

Our staff have been trained in 'Anti-Fraud' and will use technology to examine identity/immigration documents.

Disability

If you have a disability and need assistance or more time to complete your application or attending interview, please contact a member of the HR Services Team on 0300 3030 2661 or [email protected].

Work Trials

Please check with your local Job Centre Plus to see if you are eligible for a Work Trial. If you are interested in trying this job first, please contact the HR Services team and we can help you make the arrangements with the Job Centre and the Recruiting Manager.

We are committed to equal opportunities, flexible working practices and the National Living Wage.

Successful Applicant:

You will be required to bring all your documentation to your interview to show the recruiting manager and again at your pre-employment appointment with the Recruitment Co-Ordinators.

The information that you provide will be treated confidentially. If you fail to provide all of the information, Provide may not be able to fulfil our contractual obligations to you or may be prevented from complying with our legal obligations.