Senior Service Administrator

Job overview

We are looking for a dynamic and flexible Senior Service Administrator to provide comprehensive administrative support to the Community Neuro, Adults SALT service leads and clinical psychology lead. This post involves overseeing and coordinating the daily running of the Services in liaison with the team leads across these services.

The post holder will work unsupervised and independently using his/her initiative within procedural guidelines and will act as an integral part of the service, communicating with service users and colleagues at all levels.

Main duties of the job

MAIN DUTIES and RESPONSIBILITIES:

• To provide a comprehensive, professional and confidential administrative and secretarial service using organisational ability in terms of administrative systems and demonstrating a high level of initiative and motivation.
• To work in a managed rather than supervised environment, responsible for managing and prioritising own workload.
• To organise and coordinate meetings for members of the team including liaison with other departments alongside other members of the Administration team.
• To liaise closely with the team leads and take appropriate action in their absence for example, giving procedural and non-clinical information to members of the public and referring matters on.
• To provide effective communication when dealing with the team and outside agencies.
• To participate and contribute to the maintenance, evaluation and continuing development of the Service.
• To support with overseeing the equipment ordering processes, and delivery to appropriate clinician.

Working for our organisation

We welcome diversity in our workforce and are interested in applicants from all backgrounds

You've made a great decision to apply to join to HCT - we’re looking forward to taking the next steps of the journey with you.

You can apply to Access to Work to get money for communication support at a job interview - please use this link for more information: https://www.gov.uk/guidance/apply-for-communication-support-at-a-job-interview-if-you-have-a-disability-or-health-condition-access-to-work

You need to apply before the interview takes place.

Detailed job description and main responsibilities

MAIN DUTIES and RESPONSIBILITIES:

• To provide a comprehensive, professional and confidential administrative and secretarial service using organisational ability in terms of administrative systems and demonstrating a high level of initiative and motivation.
• To work in a managed rather than supervised environment, responsible for managing and prioritising own workload.
• To organise and coordinate meetings for members of the team including liaison with other departments alongside other members of the Administration team.
• To liaise closely with the team leads and take appropriate action in their absence for example, giving procedural and non-clinical information to members of the public and referring matters on.
• To provide effective communication when dealing with the team and outside agencies.
• To participate and contribute to the maintenance, evaluation and continuing development of the Service.
• To support with overseeing the equipment ordering processes, and delivery to appropriate clinician.

• To assist the service leads and team leads in the effective organisation and maintenance of established office systems.
• To undertake aspects of review and set up new office procedures when required by the service leads.
• Ensure that legal requirements are followed regarding the handling of medical records.
• To discuss administrative and planning issues at the service team meetings.
• To take high quality minutes at meetings as required.

• Providing non clinical advice and information to staff and service users and outside agencies as required.

• To participate in implementing new processes in own area alongside the team leads and service leads and clinicians as appropriate.
• To comply with organisational and departmental policies and to be involved in reviewing and updating as appropriate.

• Ability to maintain judgement under pressure and work within agreed deadlines.
• To make appropriate decisions on matters arising and refer relevant matters on to the most suitable person.
• To be able to manage constant changes to plans and work without direct supervision and use independent judgement.
• Generating and updating statistical and management information reports, activity data and caseload management as required.
• To use own initiative in designing and completing forms for collection of data and the use by the professional staff

• Provide a comprehensive and high standard secretarial service assisting service leads with report writing and preparation of presentations, including PowerPoint.
• To plan and organise meetings as delegated for the teams.
• To be the a point of contact when dealing with all enquiries. To respond in a courteous, diplomatic and discreet manner, liaising with the service users, other departments, hospitals, GP’s and outside agencies as necessary.
• Communicating with other professional members of staff within the Trust and external agencies on behalf of the team leads and department using verbal and written communication skills.
• Taking accurate messages for individual staff members ensuring any requests or queries are passed on appropriately and in a timely fashion particularly given the ‘virtual team’.
• To support with confidential correspondence including complaints and reports. These may relate to both clients and staff.

• Record information considered necessary on SystmOne and provide statistical details as and when required.
• Creating and running reports from established IT systems for the use of service leads.
• Keep up to date with training and support new staff in their training.
• Assist staff with problems or difficulties in the use of relevant IT systems.
• To be efficient and skilled in the use of spreadsheets, databases tables etc.
• To collate statistical information on spreadsheets.

• Responsible to service leads and therapy leads for effective and efficient use of available resources.
• Responsible to team leads for identification of resource issues affecting service delivery

Person specification

Essential and desirable

• Educated to GCSE or equivalent in English and Mathematics NVQ3 / RSA 3 Typewriting
• Previous Secretarial / Administrative Experience
• Able to prioritise workload
• Advanced knowledge of Microsoft Office Applications, including Outlook, Word, Excel and Powerpoint
• Excellent written and verbal communication skills
• Ability to train and support members of staff with Microsoft Office applications
• Ability to maintain concentration in a distractive environment.
• Eligible to live and work in the UK
• Hold a full, valid, UK driving licence and have access to a car to use for business purposes (unless you have a disability as defined by the Equality Act 2010)
• Excellent inter-personal skills
• Flexible and adaptable approach to work
• Able to travel throughout the county

• Previous NHS experience