Administrative Assistant with Adhd Direct Ltd

3 weeks ago

Glasgow, United Kingdom ADHD Direct Ltd Full time

**PART TIME (20 hours Office based)**

The purpose of this role is to provide and coordinate a confidential and comprehensive secretarial service.

The post holder will demonstrate good organisational skills and have the ability to prioritise their own workload under pressure and use their own initiative and undertake additional work as required.

To provide a courteous and diplomatic point for enquiries.

The post holder must be able to maintain a total level of confidentiality and be able to understand and act on complex information.

To provide administration support to the clinical staff when required.

**Main Duties and Responsibilities**

**Communications**
- To provide an administration and secretarial service to the clinical staff on a day-to-day basis.
- An excellent, level of communication and relationship skills required to liaise with external organisations, to deal with a wide range of contacts e.g. members of the public, patients and a range of members of other organisations e.g. NHS, local authorities and voluntary groups.
- Communicate confidential, sensitive or contentious information with a range of people internally and externally across organisations.
- Act as first point of contact for all enquiries using initiative, diplomacy and sensitivity. Screening all calls, recording messages where appropriate and ensuring all urgent matters are dealt with promptly.
- To work flexibly as a member of the team and to conduct and complete work generated by the clinical staff, practice manager and CEO.
- Receive, sort and use own initiative in dealing with post that may contain sensitive or contentious information as appropriate, including any routine responses.
- Act as a focus point for all enquiries that come into the organisation using initiative, diplomacy and sensitivity. Ensure that appropriate and timely action is taken.
- Deal with matters of a confidential nature avoiding breaches of confidence at all times.
- To draft correspondence for the clinical staff and compose replies to various correspondences as required. This includes taking personal responsibility for correspondence on particular matters as directed by the clinical staff, practice manager and CEO.
- Liaise with external organisations as appropriate.

**Planning and organisational skills**
- To provide administrative support to committees and senior level meetings, including the provision of papers, information and arrangements including catering/venue/access/ equipment requirements. Be responsible for taking minutes and ensuring appropriate follow up action is taken.
- Resolving conflicting appointments and arranging urgent meetings, which arise on a day-to-day basis.
- Maintain accurate filing system (electronically or paper based) and a brought forward system ensuring easy retrieval of information, using own discretion to follow up matters appropriately.
- To receive and process incoming and outgoing mail and identify priority items.
- Greet visitors and provide hospitality as required.
- To establish and maintain effective manual and electronic filing/data recording systems, including electronic patient records.
- To make seminar/conference bookings including any travel/accommodation arrangements for the CEO and practice manager as required.
- To prompt actions to be progressed when identified. Progress chase for responses/information as appropriate in line with deadlines set.

**Policy/Service Development**
- Support the development and implementation of administrative protocols and procedures.
- Identify and implement new ways of working as necessary.
- Act in accordance to company policies and procedures.

**Finance**
- To monitor spending on the non-pay budget and ensure copies of invoices are filed appropriately.

**Information Resources**
- To develop and maintain information and filing systems.
- To take and transcribe minutes of meetings as required.
- Process data into a logical and easy to read format.
- To assemble and type documents in the corporate style on word processing systems, to include correspondence, reports, spreadsheets, databases, minutes and presentations.
- To assist in the production of Reports, ensuring accurate index and reference pages.
- To identify and flag actions found on minutes produced by you and by others from meetings.

**Freedom to Act**
- Required to manage own workload, work from home at agreed times, act on own initiative within clearly defined policies and procedures.

**Responsibilities Statement**
- This list is not exhaustive and the post holder may be required to undertake additional duties as required.

**General Duties**

**Hand Hygiene**

To assist the Organisation in reducing healthcare acquired infections (HCAI’s) all staff should be familiar with all the Organisation’s Infection Prevention policies which are appropriate to their role. You are required to attend mandatory training in Infection Prevention and be compliant with all measures known to be effective in reduci

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