Administrator - Hospital Social Work Team - East

6 months ago

West Sussex, United Kingdom Veesupportservices Ltd Full time

**Job Description & Person Specification**

**Hospital Social Work Team**

**Administrator**

**Join us - make a difference in our communities**
You will be part of a Hospital Social Work Team providing the administrative support for the Hospital Social Work Professionals and other colleagues working with customers within the Adult Hospital Social care service.

**About the job**
You will be supporting the Hospital Social Work Team by acting as a coordinating point of contact and will be responsible for all administrative, data collation and service queries.

As an administrator in the team, your role will be primarily focusing on processing incoming calls from either customers, their families or ward staff, uploading forms / referrals, support with duty, clearing the Hospital teams’ inbox by either processing or ending incoming work, processing referrals, supporting the team with other administrative tasks, sending out copies of assessments, making phone calls when information is required (e.g. need to find catteries/ kennels) etc. The positions would be on site.

**What you’ll need to succeed**
You will often be the first point of contact for colleagues and customers, so you will need to have great communication skills to be able to respond to members of the public who may be worried, anxious or upset about their health or care.

You will have exceptional organisational skills in order to provide a proactive and comprehensive administration service to a multidisciplinary team, enabling the team to operate effectively.

**Job details**
Grade: Grade 5
Directorate Group: Adult services

Location: Hospital based

**Required experience and skills**
(These will be used as the shortlisting criteria)

**Job Description & Person Specification**

**Key Skills**:
1. Demonstrable understanding of data management, collection and processing, with accurate data entry skills.

2. Ability to communicate effectively with a diverse range of people, both verbally and in writing, some of whom may be anxious, worried or upset about their health or care.

3. Ability to work on own initiative and effectively as part of a team.
4. Exceptional organisational and time management skills to plan, prioritise and multi-task, managing competing and complex requests for information from colleagues, stakeholders and members of the public.

5. Demonstrable analytical and problem-solving skills to analyse information, draw practical conclusions and implement appropriate actions within a framework of relevant policies and procedures.

6. Proficient in the use of Microsoft Outlook, Word, Excel and PowerPoint.

**Qualifications and/or experience**:

- NVQ 3 in Business Administration; or equivalent administrative experience.
- GCSEs or equivalent qualifications in English Language (9-4 or A-C grade) and Mathematics (9-4 or A-C Grade), or equivalent experience of demonstrating that level of literacy and numeracy.
- Demonstrable experience of working in a demanding administrative role dealing with a diverse range of callers including members of the public.
- Proven experience of managing and processing invoices and maintaining accurate financial data spreadsheets to support payments by account process.
- Proven experience of working with office systems and procedures, including organising and arranging meetings, co-ordinating calendars, booking meeting rooms and sending out papers and agendas.
- Awareness of Data Protection and confidentiality requirements.
- Working knowledge of the Mental Health Act statutory timescales, policies and procedures associated with operating the administration required for an efficient service. **_Desirable_**

**Key responsibilities**
Act as a key point of contact for the Hospital Social work team, ensuring that colleagues, members of the public and external stakeholders receive a timely and professional response to their query/contact with the service.

Process referrals to the service and manage high levels of activity in a timely and accurate manner. Ensuring incoming work is monitored against statutory timeframes.

Undertake financial administration processes, including raising purchase orders.

Provide a professional and confidential administration service to colleagues within the Hospital Social Work team

**Job Description & Person Specification**

Create and manage information in a well laid-out, accessible format in documents, including creating information and data in excel to produce activity metrics.

Arrange individual and team meetings as required, coordinating diaries, venues and associated papers.

Process and record sensitive and confidential data, update and record new referrals and respond to service demands.

Communicate and develop good working relationships with customers, partnership agencies, and members of the public.

**Our Values**
You will promote and demonstrate the values of our organisation.
- Trust and Support
- Listen and Act Upon
- Customer Centred
- Honest and Realistic
- Gen

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