Administrator

at  Livewell Southwest

Management of Service Promote the image of the organisation and services by ensuring that all information and communication is up to date and suitably presented. Support the management team to ensure that internal and external communication systems are in place. Ensure that all complaints, compliments, concerns, comments and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately, supporting junior staff where necessary. Respond to telephone, email and written queries on behalf of the service area including call handling where appropriate as agreed with line manager.
Arrange appointments, meetings and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available, in conjunction with the manager where required. To produce informal and formal minutes as an accurate record of meetings, transcribing and distributing as directed. Maintain accurate and timely electronic and hard copy information e.g. training logs using organisational systems as directed (ensuring ease of access/retrieval as appropriate) and in line with policies.
Supporting operational staff to access management information; electronic and hard copy. Collect and collate data to enable managers to monitor budgets and performance in relation to business support function with support of line manager. Collect, collate and prepare information for service area users with support of line manager. Maximise the use of electronic systems to enable effective management of the service area such as Microsoft Office and patient record systems.
Be compliant with the Data Protection and record management policies and procedures with particular reference to confidentiality and safeguarding issues. Be proactive and contribute ideas for improvement in the way the service is delivered. Able to work on own initiative, prioritising work within defined policies and procedures to set timescales. Ensure that all office support services e.g.
post, fax, filing, photo copying, are delivered in a timely manner. Staff management & development Provide the day to day supervision and line management of junior staff where appropriate, including performance management, absence management and appraisal. Demonstrate own activities to new or less experienced employees. Financial management Monitor stock e.g.
stationery and order supplies and equipment as required within the business area. Mental Effort: Frequent concentration is required when inputting into systems, typing documents, making appointments & processing records with a need to ensure accuracy. The work is usually predictable but there may be interruptions from telephone calls, visitors and staff & occasionally imposed deadlines. Emotional Effort: There may be some exposure to service users who may exhibit difficult & challenging behaviours Working conditions: Exposure to unpleasant conditions is rare/occasional.
May be exposed to verbal aggression from patients. Will use VDU for high proportion of time. The flexible nature of the job may require post holder to move within the team or within the wider organisational setting as required and undertake similar duties

Please refer the Job description for details