Senior Administration Officer

1 month ago

Ballymena, United Kingdom Apple Recruitment Full time

TITLE: Band 4 Senior Administration Officer

LOCATION: Ballymena

HOURLY RATE: £12.86

HOURS: 37.5 hours, Monday – Friday 9am-5pm

DURATION: until October 2024 (possibility of extension dependent on performace)

On behalf of our client, we are seeking a Senior Administration Officer to provide a high level of support to the Psychological Service area, support the wider professional teams and assisting with the day-to-day management of the admin office to ensure a smooth running, high quality service.

Main responsibilities

1. Responsible for the organisation and provision of administrative duties to the Service to include organising and maintaining diaries/schedules to arrange appointments and meetings; telephone services; mail management; type reports, memos, letters, forms etc., as required from manuscript, audio/digital dictation and notes using a word processing system.

2. Provide line management to administrative staff within Psychological Service. Promote a culture of learning and development and facilitate arrangements for and participate in training and development of staff as agreed for the performance of their duties.

3. Arrange and service meetings including the preparation and timely issue of agendas and papers, subsequent production of minutes and the distribution of these together with other relevant documentation as necessary (at base or other locations as required).

4. Responsible for initiating and follow up action arising from the various meetings within Psychological Services.

5. Prioritise and take appropriate action in relation to email’s, telephone and other enquiries ensuring effective messaging and ‘bring forward’ systems are in place and necessary follow-up action is taken as well as appropriate reception duties. This includes direct contact from members of the general public, service users and carers and liaising with outside agencies and other disciplines, dealing with enquiries as appropriate.

6. Assist with the research, collation and presentation of information and reports within Psychological Services.

7. Regularly review current office procedures and practices with the Senior Administration Manager and implement necessary improvements/changes across teams.

8. Collate information in response to external enquiries, i.e. Freedom of Information requests, complaints, investigations, etc.

9. Manage email account, and responsible for the maintenance of the departments stationery and the processing of stock and non-stock requisitions through e-procurement.

10. Maintain and update manual/electronic records as required e.g. client and operational filing, shared drive, file management, IAO, IEAP, GRANT, RAANT.

11. Act as conduit for all internal and external enquiries relating to the department and ensure necessary communication networks are maintained with the Service Manager and other professionals as necessary.

12. Arrange cover as required for other admin staff during periods of absence or excess workload.

13. Undertake any other duties as assigned by the Service Manager or the Senior Administration Manager/Business Support Manager to ensure the needs of the department are met.

If you wish to apply or would like more information, please email your CV in Microsoft word format to Sarah Vize by clicking on the link below by Wednesday 7th August.

You must also include a bullet pointed synopsis at the top of your CV demonstrating how exactly you meet the Essential Criteria below:

Essential Criteria:

Applicants must, by the closing date for applications, have:

Experience

1a.) A HND/HNC in Business and/or Finance plus 2 years office administration and ICT experience plus English Language and Maths GCSE grade A – C.

OR

1b.) 5 GCSE’s to include English and Maths plus 3 years office administration and ICT experience.

*In addition to the above applicants must possess:*

2.) At least 1 year’s experience in minute taking.

AND

3.) At least 6 months experience managing staff.

Skills/Abilities

4.) Proven ability to manage and supervise staff – implementing change inline with the needs of the service. Set standards and monitor quality of service.

5.) Proven effective communication skills i.e. interpersonal, verbal and written.

6.) Proven effective organisational and time management skills.

7.) Ability to work as part of a team and to engage with senior members of staff.

8.) Ability to work under pressure and to prioritise and meet deadlines.

9.) Proven ability to exercise good judgement, initiative and discretion.

Knowledge

10.) Knowledge of the policies and procedures relating to the management and development of staff.

11.) Knowledge of role of Senior Administrative Support.

12.) Knowledge of Records Management and Information Governance.

13.) Knowledge of the offices systems and procedures including IT.

14.) Understanding of patient confidentiality and rights and dealing with complaints.

15.) Understanding of data input and required retrieval and outcomes from databases.

Other essential requirements

16.) Hold a current full driving licence which is valid for use in the UK and have access to a car on appointment. This criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by the Trust which will permit them to carry out the duties of the post.

If you wish to apply or would like more information, please email your CV in Microsoft word format to Sarah Vize by clicking on the link below by Wednesday 7th August.

Applicants must ensure their CV is accurate and up to date. The CV should include your full employment history inclusive of dates, all academic achievements and full personal contact details.

Please note only applicants that match this criteria can be considered for the role.

Apple Recruitment Services is acting as an Employment Agency in relation to this vacancy. Apple Recruitment Services is an Equal Opportunities Employer

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