Job description

Job responsibilities

Role Purpose

The role of the Administrator will be to provide administration support for a smoking cessation service. The post holder will be responsible for a range of administration, ensuring the smooth running of the office and the administration of the programmes to meet targets and deadlines set by the funding bodies.

Main Duties and responsibilities

Take incoming calls for Smokefree County Durham, ensuring that calls are transferred to the relevant person/ department and making sure messages are dealt with efficiently.

To work within a busy office as part of a team, sharing work fairly and efficiently and respecting other admin staffs skills and competencies. To provide general clerical and administrative support including word processing, filing routine correspondence. To follow established systems for allocation and completion of work.

Providing professional administration services to clients and identifying specific needs.

Manage and maintain confidential patient files on a database and on paper.

Manage and deal with incoming healthcare referrals promptly, adhering to company timescales.

Book appointments for clients and use appropriate calendar software.

Record client data accurately on appropriate service database.

To use IT systems, including excel, word and publisher to exchange information. Use word processing, spreadsheet and in-house database.

Work closely with Project Leads/ Managers and prepare computerised documents and reports.

Work with service leads to source new venues, working in accordance with company budgets and areas of demand.

Flexibility to cover colleagues annual leave, sickness etc.

Weekly monitoring of workload and service targets.

Take meeting minutes, type and distribute as required

General administration (record keeping, filing etc.)

Welcoming clients into the office reception area and notifying relevant staff of attendance.

Skills & Competencies required:

Be an experienced administrator used to working in a health and/or community setting or have experience in a customer service environment.

Experienced working with Microsoft Office and health related database systems

Positive and proactive working at pace with multiple tasks

Adept in communication; positive and welcoming communication style with all patients, health professionals and colleagues

Build strong relationships; good team player happy to work as part of a team and work independently on own tasks

Quality driven; you naturally seek high standards and actively seek to improve them.

Value and remain open to new ideas and perspectives

Job responsibilities

Role Purpose

The role of the Administrator will be to provide administration support for a smoking cessation service. The post holder will be responsible for a range of administration, ensuring the smooth running of the office and the administration of the programmes to meet targets and deadlines set by the funding bodies.

Main Duties and responsibilities

Take incoming calls for Smokefree County Durham, ensuring that calls are transferred to the relevant person/ department and making sure messages are dealt with efficiently.

To work within a busy office as part of a team, sharing work fairly and efficiently and respecting other admin staffs skills and competencies. To provide general clerical and administrative support including word processing, filing routine correspondence. To follow established systems for allocation and completion of work.

Providing professional administration services to clients and identifying specific needs.

Manage and maintain confidential patient files on a database and on paper.

Manage and deal with incoming healthcare referrals promptly, adhering to company timescales.

Book appointments for clients and use appropriate calendar software.

Record client data accurately on appropriate service database.

To use IT systems, including excel, word and publisher to exchange information. Use word processing, spreadsheet and in-house database.

Work closely with Project Leads/ Managers and prepare computerised documents and reports.

Work with service leads to source new venues, working in accordance with company budgets and areas of demand.

Flexibility to cover colleagues annual leave, sickness etc.

Weekly monitoring of workload and service targets.

Take meeting minutes, type and distribute as required

General administration (record keeping, filing etc.)

Welcoming clients into the office reception area and notifying relevant staff of attendance.

Skills & Competencies required:

Be an experienced administrator used to working in a health and/or community setting or have experience in a customer service environment.

Experienced working with Microsoft Office and health related database systems

Positive and proactive working at pace with multiple tasks

Adept in communication; positive and welcoming communication style with all patients, health professionals and colleagues

Build strong relationships; good team player happy to work as part of a team and work independently on own tasks

Quality driven; you naturally seek high standards and actively seek to improve them.

Value and remain open to new ideas and perspectives

Person Specification

Qualifications

Essential

• Demonstrable experience in a reception/administration role
• GCSE Level in Maths and English or equivalent
• NVQ 2 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.

Desirable

• RSA Typing ll or above
• NVQ 3 level in a relevant subject

Experience

Essential

• Demonstrable experience in an administration role
• Experience of working in a team environment

Desirable

• Experience in minute taking for meetings
• Experience in a health care setting e.g. Community health provider, GP Practice, Hospital

Job Specific Requirements

Essential

• Work flexibly and adapt to suit service need.

Skills and Knowledge

Essential

• Excellent interpersonal skills
• Excellent communication skills including listening, verbal and written
• Excellent telephone manner
• Ability to work under high pressure and in a fast paced environment
• Excellent organisational and time management skills
• Efficient problem solving skills
• Ability to interact with colleagues and other stakeholders politely and courteously
• Excellent IT skills and proficient in all areas of Microsoft Office and Outlook
• Excellent customer care
• Flexibility and adaptability to changing workloads
• Monitor workload and ability to multi-task
• Evidence of accuracy and paying attention to detail in tasks
• Punctuality, reliability and honesty
• Ability to use own initiative and confident to do so in the workplace

Desirable

• Understanding and evidence of adhering to information governance and data protection policies
• Experience with software packages

Qualifications

Essential

• Demonstrable experience in a reception/administration role
• GCSE Level in Maths and English or equivalent
• NVQ 2 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.

Desirable

• RSA Typing ll or above
• NVQ 3 level in a relevant subject

Experience

Essential

• Demonstrable experience in an administration role
• Experience of working in a team environment

Desirable

• Experience in minute taking for meetings
• Experience in a health care setting e.g. Community health provider, GP Practice, Hospital

Job Specific Requirements

Essential

• Work flexibly and adapt to suit service need.

Skills and Knowledge

Essential

• Excellent interpersonal skills
• Excellent communication skills including listening, verbal and written
• Excellent telephone manner
• Ability to work under high pressure and in a fast paced environment
• Excellent organisational and time management skills
• Efficient problem solving skills
• Ability to interact with colleagues and other stakeholders politely and courteously
• Excellent IT skills and proficient in all areas of Microsoft Office and Outlook
• Excellent customer care
• Flexibility and adaptability to changing workloads
• Monitor workload and ability to multi-task
• Evidence of accuracy and paying attention to detail in tasks
• Punctuality, reliability and honesty
• Ability to use own initiative and confident to do so in the workplace

Desirable

• Understanding and evidence of adhering to information governance and data protection policies
• Experience with software packages

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

ABL Health Ltd

Address

Healthy Lifestyles Gloucestershire

Eastgate Street

Gloucester

GL1 1PX

Employer's website

https://www.ablhealth.co.uk/work-for-us/join-our-team/ (Opens in a new tab)