Administrator

2 months ago

Milton Keynes, United Kingdom Central and North West London NHS Foundation Trust Full time

An exciting opportunity has arisen in a busy community drug and alcohol service in Milton Keynes. We are looking for an experienced administrator to support business and reception functions in ARC-MK.

We are looking for someone with experience working in healthcare settings with an eye for detail to support core business functions including data administration.

To provide comprehensive administrative and personal assistant support to the senior manager, including management of diaries, co-ordination of meetings, drafting correspondence, photocopying and filing.

To be responsible for providing administration, secretarial, reception support to the service

The post holder will be required to supervise other administrative staff; sharing a pooled workload for the management offices and providing cover for leave purposes as necessary.

NWL Addictions is a well-established NHS provider offering a wide range of high-quality addictions treatment interventions to the diverse and multicultural population across. We are a forward facing trust who believes in training and development of skills.

An exciting opportunity has arisen for two administrators to join a busy service, working in partnership with We Are With You as part of an integrated substance misuse service combining the elements of education, prevention, treatment and recovery within substance misuse treatment pathways.

The post holder will support the team with day to administrative including tasks such as reception, minute-taking, management of referrals and data input, quality assurance and reporting.

To provide a comprehensive secretarial support to the senior manager.

Assist in the co-ordination of staff supervision and appraisals.

To maintain a database of all complaints within the service, ensuring Trust PALS and complaints process are adhered to.

To ensure that telephone calls, correspondence and direct contacts with callers are dealt with in an appropriate and professional manner, using judgement and discretion where necessary.

To act as a secretary at meetings, including the production of agendas, taking and circulation of minutes.

To be able to prepare documents by copy or audio typing using Microsoft office software (letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to.

To be fully conversant with computer packages, promoting good presentation, including word-processing and spreadsheets.

To arrange meetings and training events for the team as and when required.

To ensure day-to-day management of the office and administrator functions and the development, implementation and maintenance of office practices and procedures (Filing, photocopying, faxes etc).

To liaise with internal and external suppliers and place orders for non-clinical equipment through e-procurement on behalf of the service.

To be responsible for the control and management of petty cash and outpatient fares system. To maintain accurate financial records ensuring that the Trust’s standing financial instructions are complied with.

To set up, administer and maintain statistical information and data using a spreadsheet, database or dedicated by the service or Trust information system ensuring that all information is readily available for presentation and use on a regular basis.

To arrange for the completion of timesheets for staff in the service, keeping a record of their annual leave, sickness, study leave and any other authorised or unauthorised absence from CNWL.

To support and where appropriate take the lead on projects relevant to the department, for example organising conferences.

To prioritise own workload according to service needs and to manage conflicting priorities.

To understand health and safety regulation and assist in maintaining a safe environment for visitors to the service in accordance with fire, health and safety procedures.

To monitor phones and reception as indicated by service need

To service meetings on behalf of the Consultant, Sector Managers and Team Co-ordinators including the production of agendas, taking and circulations of minutes.

To line manage temporary and permanent administrative staff in keeping with the Trust’s supervision and appraisal policy.

To manage and support service users as part of the User Employment programme.

To work collaboratively with the PA/Administrators for the other sectors & departments as part of a team, ensuring that cover is provided in the event of absences taking reasonable steps to reduce the use of agency staff.

To be responsible for arranging the maintenance of office equipment within own area.

To authorise petty cash expenditure in line with Trust procedures.

To respond to referrals, record on case management systems and book patients in for initial assessments

To be responsible for the input and retrieve of patient details and statistical data into the relevant patient information system.

To set up and maintain a filing syste

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