Senior Team Administrator/Receptionist, East, Norfolk, Norwich – Jobs24.co.uk
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Senior Team Administrator/Receptionist

Your World Healthcare

Norwich, Norfolk

Published
06-12-2019
Job ad details
Published
06-12-2019
Expires
18-12-2019
Job ID
LJA-78032266
Job type
Temporary
Full-time
Salary level
£10.35 - £11.00  per hour
Job sector
Admin, Secretarial, PA

Senior Team Administrator/Receptionist

Job Purpose

To provide a lead role in a specialist, comprehensive and pro-active, receptionist secretarial and administrative support to services for vulnerable adults. To ensure that all administrative and receptionist processes and tasks are undertaken efficiently, effectively and to a high standard, contributing to the smooth running of the office and its overall effectiveness. To provide a calm, professional and safe environment for a client group that can present with challenging behavior.

Location: Norwich

Temporary: Expected to be until March 2020

Hours per week: 37.5 hours per week

Salary: £11 (Umbrella) or £10.35 per hour PAYE

Key Areas of Responsibility

  • To co-ordinate administration support to Services for Vulnerable Adults and to cover reception duties at Under 1 Roof as required.
  • To offer supervision to Band 3 admin and clerical staff within Services for Vulnerable Adults, including work allocation where necessary
  • To assist the Service Manager in the annual personal development review's (PDR) with allocated staff.
  • To monitor mandatory training, sickness absence and complete absence documentation
  • To undertake informal stage meetings with staff in accordance with trust policies, escalating concerns to the Service Manager
  • To devise staff rotas on a monthly basis, identifying any shortfall in staffing levels, implementing locally agreed solutions and escalating further concerns to admin team leads
  • To cascade information appropriately to staff and in a timely manner
  • To assist the Service Manager with recruitment and selection of and induction of admin and clerical staff
  • To put in place, manage and maintain processes in line with NHS Referral to Treatment guidelines and the waiting time directive.
  • To work closely with the Performance Manager, the Information Team, Clinical Systems Analysts and Clinical Systems Champions
  • To undertake telephone duties, receiving and processing telephone calls, including referrals, which may be urgent, liaising with health professionals to correctly process referrals.
  • To communicate professionally and effectively with service users, colleagues, and stakeholders at all levels, providing clear information and guidance, exercising tact and judgement in dealing with and resolving enquiries, taking accurate notes and ensuring appropriate actions are taken and / or passed to the relevant person in a timely manner.
  • To provide and receive contentious or sensitive information about difficult or complex matters, and to respect confidentiality at all times, supporting the team to do the same.
  • Inputting onto various databases and systems, eg. SystmOne, PAS, and designated spreadsheets, always working within the required timescales and deadlines, and working closely with the Performance Manager and Heads of Services.
  • To report maintenance, cleaning, health and safety and other facilities issues in line with current procedures, keeping the line manager / housekeeper / site manager informed at all times.
  • To ensure own continuous professional development, in particular with regard to SystmOne, PAS, reporting and the use of Microsoft Excel.
  • To implement procedures for own area of work, proposing changes as necessary, taking
    responsibility for inducting and supporting new starters.
  • Be responsible for the support, coordination of work and first level line management of any Bands 3, 2 and 1 administrators.

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LJA-78032266Archant-jobg8-7990484102019-12-06T00:00:00Senior Team Administrator/Receptionist

Senior Team Administrator/Receptionist

Job Purpose

To provide a lead role in a specialist, comprehensive and pro-active, receptionist secretarial and administrative support to services for vulnerable adults. To ensure that all administrative and receptionist processes and tasks are undertaken efficiently, effectively and to a high standard, contributing to the smooth running of the office and its overall effectiveness. To provide a calm, professional and safe environment for a client group that can present with challenging behavior.

Location: Norwich

Temporary: Expected to be until March 2020

Hours per week: 37.5 hours per week

Salary: £11 (Umbrella) or £10.35 per hour PAYE

Key Areas of Responsibility

  • To co-ordinate administration support to Services for Vulnerable Adults and to cover reception duties at Under 1 Roof as required.
  • To offer supervision to Band 3 admin and clerical staff within Services for Vulnerable Adults, including work allocation where necessary
  • To assist the Service Manager in the annual personal development review's (PDR) with allocated staff.
  • To monitor mandatory training, sickness absence and complete absence documentation
  • To undertake informal stage meetings with staff in accordance with trust policies, escalating concerns to the Service Manager
  • To devise staff rotas on a monthly basis, identifying any shortfall in staffing levels, implementing locally agreed solutions and escalating further concerns to admin team leads
  • To cascade information appropriately to staff and in a timely manner
  • To assist the Service Manager with recruitment and selection of and induction of admin and clerical staff
  • To put in place, manage and maintain processes in line with NHS Referral to Treatment guidelines and the waiting time directive.
  • To work closely with the Performance Manager, the Information Team, Clinical Systems Analysts and Clinical Systems Champions
  • To undertake telephone duties, receiving and processing telephone calls, including referrals, which may be urgent, liaising with health professionals to correctly process referrals.
  • To communicate professionally and effectively with service users, colleagues, and stakeholders at all levels, providing clear information and guidance, exercising tact and judgement in dealing with and resolving enquiries, taking accurate notes and ensuring appropriate actions are taken and / or passed to the relevant person in a timely manner.
  • To provide and receive contentious or sensitive information about difficult or complex matters, and to respect confidentiality at all times, supporting the team to do the same.
  • Inputting onto various databases and systems, eg. SystmOne, PAS, and designated spreadsheets, always working within the required timescales and deadlines, and working closely with the Performance Manager and Heads of Services.
  • To report maintenance, cleaning, health and safety and other facilities issues in line with current procedures, keeping the line manager / housekeeper / site manager informed at all times.
  • To ensure own continuous professional development, in particular with regard to SystmOne, PAS, reporting and the use of Microsoft Excel.
  • To implement procedures for own area of work, proposing changes as necessary, taking
    responsibility for inducting and supporting new starters.
  • Be responsible for the support, coordination of work and first level line management of any Bands 3, 2 and 1 administrators.
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UKUnited Kingdom
47Temporary8Full-timeNULL1.501102Admin, Secretarial, PA363690244UKUnited Kingdomen-GB

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Job ad details
Published
06-12-2019
Expires
18-12-2019
Job ID
LJA-78032266
Jobtype
Temporary
Full-time
Salary level
£10.35 - £11.00  per hour
Job sector
Admin, Secretarial, PA