Administrator - Colchester

Job overview

To provide administrative support to the Carecall 247 service

Main duties of the job

Operational or Strategic Responsibilities

Undertake clerical support to the Carecall247 service including production of monthly reports, daily management of databases, financial procedures, updating service user records, maintaining policies The Carecall247 Administrators key roles are:

• and procedures, and any other general duties requested.
• To be responsible for all stock, equipment and stationery ordering and receipt.
• To undertake confidential administrative support, such as team meetings.
• To support Technology Supervisor to manage and maintain appropriate stock levels
• Schedule installations and referrals daily
• Coordinate daily maintenance visits for installers

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+, Ethnic Minority and Men’s Networks.

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

Detailed job description and main responsibilities

ROLE SUMMARY:

To provide a co-ordinated administrative support function for the Carecall247 service.

To follow Telecare Service Association (TSA) guidelines and be compliant with the TSA Codes of Practice.

Operational or Strategic Responsibilities

The Carecall247 Administrators key roles are:

• Undertake clerical support to the Carecall247 service including production of monthly reports, daily management of databases, financial procedures, updating service user records, maintaining policies and procedures, and any other general duties requested.
• To be responsible for all stock, equipment and stationery ordering and receipt.
• To undertake confidential administrative support, such as team meetings.
• To support Technology Supervisor to manage and maintain appropriate stock levels
• Schedule installations and referrals daily
• Coordinate daily maintenance visits for installers

• To communicate with existing or potential Carecall247 service users in a professional

• To provide first line response to queries from referrers, service users, health
• professionals, social prescribers, Provide staff and partnership agencies
• To maintain good working relationships with key departments/organisations to ensure

• Represent and promote the service at events

• To take responsibility to ensure that statistical monthly reports and all customer documentation is completed within agreed timescales
• To ensure that all interactions are managed in a professional and helpful way that

• To take responsibility for own workload and managing time effectively

• To ensure that all new service users are charged appropriately in line with the

Carecall247 billing procedure and that all customer billing details are recorded and

• To undertake the completion of purchase orders for appropriate staff, as required.
• Be responsible for the completion of the monthly debtors list.

• Take minutes at departmental team meetings as required and distribute to the team within a timely manner.
• Maintain computerised records, ensuring confidentiality and efficient retrieval of information.
• Be responsible for the preparation, posting and collation of returned service users annual surveys
• Verify the accuracy of incoming referrals and coordinate with social prescribers to obtain any missing information.
• Manage multiple generic email inboxes.
• Coordinate collections of returned devices.

FACTOR

ESSENTIAL

DESIRABLE

QUALIFICATIONS

& EDUCATION

A minimum of GCSE English and Mathematics Grade C or equivalent.

NVQ 3 in Business Administration

WORK RELATED

KNOWLEDGE &

EXPERIENCE

Proficient in Microsoft Office with relevant experience.

Experienced in professional communication via telephone, letter and email.

Demonstrated experience in administrative tasks and proficient use of standard office equipment.

Knowledge of call handling software

Previous experience of working in a community health or social care environment.

SKILLS &

APTITUDES

Excellent interpersonal and communication skills

Ability to act on own initiative as appropriate

Ability to prioritise workload

Excellent organisational skills

Awareness of the importance of confidentiality and data protection

PERSONAL ATTRIBUTES

Collaborative and effective team player.

Flexible

Highly self-motivated with the ability to work independently

This may also include work outside of the postholder’s normal sphere of activities, including supporting the service 24/7/365 and functions not detailed within this role specification or working within another location or environment. The postholder will not be required to undertake any function for which they are not qualified or competent to perform.

The postholder must be familiar with, and adhere to, all Provide policies and procedures which can be found on the community platform.

• The Health Care Act 2006, (revision 2008)
• The Equality Act 2010
• The Care Quality Commission Essential standards of Quality and Safety 2010,
• Health and Safety legislation in relation to patient safety and maintaining a safe working environment
• Data protection act 1998 and confidentiality code of conduct

The maintenance of the standards set out within this legislation will guide staff in maintaining the quality of care and safety required within their role ‘

Safeguarding Children, Young People & Vulnerable Adults

All staff must follow the Safeguarding policies and guidelines, know how to seek specialist advice and must make themselves available for training and supervision as required.