Join a vibrant and essential team providing comprehensive administrative and co-ordination support, reactive to the needs of a multi-disciplinary Baywide Health and Well-Being Team.
There will be an expectation for our Administrator to be highly motivated, flexible and multi-skilled with excellent organisational skills and good team player.
They will support a team of 200+ staff who provide Health and Well-Being support across Torbay covering a population of 134,500 people and around one-in-four of Torbay's population are aged 65 years and over.
Please note this vacancy is for 30 hours per week
- Provide comprehensive administrative support to the Health & Social Care Teams
- Using the time keeping software to monitor and submit working time, annual leave, sickness, over-time etc
- Maintain Electronic diaries, booking and re-scheduling appointments
- Produce documents via copy and audio transcription, composing non routine letters.
- Support and facilitate meetings through: sourcing suitable venues, recording of notes / minutes and distribution of associated paperwork. Follow up actions to include:
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- Minutes for Staff Meetings
- Minutes for Safeguarding / Best Interest / Risk Management / Hospital Discharge and other ad hoc meetings
- Review and update Patient / Client records on a Bespoke database ensuring accurate recording and retrieval of data.
- General office duties to include dealing with the post (collections and outgoing), scanning / photocopying / laminating and associated tasks
- Undertake Duty Admin/Go To role - first point of contact in the admin office
- Covering other teams administrator as required
- Maintain HR filing system both manual and electronic to include: supervision / appraisal paperwork, sickness forms, letters etc
- Preparation of electronic paperwork for weekly Multidisciplinary Authorisation Panels
- Ordering of stationery for the service
- Dealing with IT Issues within the Teams and "trouble shooting" where possible
- Support the Business Support Manager in the Health and Safety requirements for the building
About us
Communication and Working Relationships
Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective and accurate
Produce clear and accurate written correspondence (including the composition of adhoc routine letters) eg, reports, presentations, audio recording of minutes and use of the Trust intranet and internet as required
To ensure that all communication is within the boundaries of patient confidentiality and seek guidance when unsure
Facilitate and plan meetings as requested
Excellent interpersonal and communication skills both written and verbal
Able to deal confidentially and tactfully with people at all levels
Willingness to embrace new ways of working / changes.
Patient/Clients and their relatives and other agencies
Professionals and colleagues across the Trust (Managers, Community Staff, Administrators) and disciplines (nursing, social care, therapists) Office based environment with contact via telephone, electronic and paper correspondence
Analytical and Judgemental Skills
Maintain and monitor staff records eg: annual leave, sickness and personal contact information
Proactively support cover for other team members in times of absence
Use own judgement involving facts or situations to resolve problems
Ability to work under pressure
Planning and Organisational Skills
Able to plan, organise, prioritise, coordinate and work flexibly
Ability to work without direct supervision on a day to day basis
Contribute to the smooth running of administrative systems including management of generic email accounts and electronic and paper filing systems as well as other forms of correspondence
Support and facilitate meetings
Complete Rostering/Healthroster for the teams
Provide support and cover for absence within the team to maintain continuity of support re-assessing workload and priorities as necessary
Responsibility for Patient/Client Care, Treatment and Therapy
Act as principle point of contact for the team from within / outside the Trust assist people attending meetings where appropriate
Take messages for the Team, ensuring accurate details are taken and relevant messages forwarded
Ability to identify urgency of calls for action accordingly
Responsibility for Administration
Maintain electronic diaries, booking and rescheduling appointments
Produce documents via copy, composing non-routine letters as necessary
Facilitation of meetings: source suitable venues, recording of notes/minutes and distribution of associated paperwork and to follow-up actions as necessary
Maintain filing systems, both manual and electronic
Maintain office records ensuring they are kept up to date with relevant information (staff attendance, training and contact directories)
Review and update of patient/client records on bespoke database ensuring accurate recording and retrieval of data
Undertake general office duties to include dealing with post, photocopying, faxing and associated tasks
Responsibility for Policy and Service Development Implementation
Adhere to all Trust and department policies and procedures relating to your role
Participate in regular team meetings to review administration services
Maintain and continue to improve knowledge and understanding of the Trust including systems, policy and current issues, particularly to own area of work
Contribute to the development of effective administrative systems, ensuring implementation across the Team
Responsibility for Finance, Equipment and Other Resources
The post holder will order stationery and other necessary items for the team via the procurement system
Maintain the safe keeping of Trust property. Any concerns regarding misuse shall be raised immediately with the Trust Counter Fraud Specialist
Ensure the proper use of the Trust resources, such as stationery, telephone usage, photocopying and other consumables used within the course of business. Ensuring minimal waste and cost
Responsibility for Supervision, Training, Leadership and Management
The post holder will have no managerial supervision responsibilities but is expected to be a good example to other staff and use their experience to assist /guide new starter inductions
Participate in regular supervision sessions with their line manager in accordance with Trust Policy
Undertake all Mandatory training required for this role and is kept up to date
Participate in any training appropriate for role
Assist in the induction of new staff
Information Technology and Administrative Duties
Post holder is partly responsible for ensuring accurate and up to date data is recorded onto electronic records systems, and that this information is communicated with the team and other professionals as required
Take and distribute formal minutes as necessary
Maintain efficient and effective electronic / paper filing systems
Produce confidential correspondence and reports
Deal with any IT issues that arise within the team
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