Job Title: Unit Administrator and Receptionist
Salary: St Matthews Healthcare pay structure
Hours of Work: Full Time
Reports To: Unit Manager
Key Working Relationships: Multi-disciplinary team, Service Users, Staff, Statutory, Voluntary Agencies, Public and Health professionals
Base: St Matthews Healthcare (the post holder may be required to visit other sites to meet service needs)

JOB SUMMARY:

The post holder will be responsible for the Administration and Reception for the different sites of the Company, supporting staff and clients in all aspects, providing a comprehensive Administration service.
The post holder will function as a first point of contract for all staff to the Human Resources Team.
The post holder will provide comprehensive support on all Administrations and auditing/accurately recording of personnel files and systems (i.e., Radar, HR Trackers).
The post holder will have responsibility for always providing a professional and friendly service.

8.0 QUALITY, GOVERNANCE AND ADMINISTRATION

8.1 Participate in staff Personal Development Plans working towards agreed objectives and undertaking training where necessary.
8.2 Maintaining mandatory training requirements
8.3 Acquire, maintain, and develop personal knowledge of office and business systems by seeking out and attending the appropriate courses as agreed.
8.4 Ensure units always have adequate administrative support as dictated by the Director.

7.0 GENERAL UNIT & COMPANY DUTIES

7.1 Contribute to ensuring work is produced to agreed standards through planning and agreeing work, managing Director’s appointment, and maintaining workflow in the Unit.
7.2 Work flexibly within the organisation, creating, developing, and maintaining effective working relationships with other staff, customers, and external contacts, accepting delegated duties and directives from managers.
7.3 Responsibility for minute taking, full secretarial support, maintenance of diary, maintaining files and the organisation of meetings, including booking rooms, ordering meals/refreshments and distribution of minutes and agendas.
7.4 To undertake specific delegated responsibilities, including specific projects and project work, and work proactively to assist the company directors and managers in carrying out their responsibilities.
7.5 Supporting the directors in generating reports and other project documentation
7.6 Monitoring of the company’s website and email system, responding to appropriate enquiries, and taking immediate action to rectify any problems or mishaps.
7.7 Develop, update, maintain, store, and retrieve information using established paper filing, electronic databases, and computer systems. Provide regular and impromptu reports for use by Directors and Managers
7.8 Responsible for drafting, managing, and tracking correspondence, and monitoring responses including emails, prompting staff where necessary. Distribution and circulation of incoming paperwork and information as appropriate
7.9 Support the organisations work, in marketing, contracting and communications when required.
7.10 To assist in payroll returns and other accounting processes as delegated. Develop and maintain records including spreadsheets, databases etc in pursuance of the company’s objectives.
7.11 Responsibility for implementation and maintenance of an effective document control system, ensure accurate and timely distribution of appropriate documentation, and ensure actions are implemented.
7.12 Cover other members of the administration staff, accepting delegated duties during periods of staff absence.
7.13 Covering breaks at reception and cover during audits, absence and whenever asked.
7.14 Implement secretarial and administrative policies for the department

9.0 OTHER RESPONSIBILITIES

9.1 To effectively maintain supplies of equipment and resources used, which are owned by the organisation and to report any faults or problem.
9.2 Maintain supplies by assisting in issuing stock on request, monitoring effective use, and ordering supplies, as necessary.