Band 3 Admin Assistant

2 months ago

Portadown, United Kingdom Platinum Recruitment NI Ltd Full time

Job Title : Band 3 Admin Assistant

Location : Portadown

Duration : 12 Months

Rate : £11.11p/h

Hours : 37.5hpw

**KEY DUTIES / RESPONSIBILITIES**

Operational Delivery

1. To co-ordinate and process a range of correspondence in accordance with agreed procedures within area of responsibility.

2. To undertake a range of admin support duties including, making appointments, maintaining diaries, receiving, processing and distributing incoming mail, personally dealing with routine items, provision of typing1admin support to senior staff.

3. To ensure that work for which responsible is processed in a timely manner in accordance with agreed performance standards and that any derogation is brought to the attention of a senior officer.

4. To prioritise workload in accordance with expected outcomes.

5. Deal with routine queries, referring to more senior staff when necessary.

6. Deal with incoming / outgoing mail and ensure that mail is distributed appropriately to relevant staff and in a timely manner.

7. Continually strive to improve quality, standards and procedures within area of responsibility contributing to the ongoing desire to improve delivery of services.

8. Arranging and attending meetings, taking minutes, typing and distribution of same.

9. Telephone switchboard duties. Dealing with all incoming calls for the team; taking and accurately recording messages and ensuring these are forwarded and dealt with by members of staff.

10. Dealing with patients/clients, carers other professionals appropriately. Triaging of calls - from hospital and community staff enquiring if client is known to team, checking hospital appointments etc and advising of same.

11. First point of contact for all patients and visitors both in person and on the telephone, dealing with queries using own initiative and taking appropriate action.

12. Adhering to good customer care principles.

13. Dealing with enquires regarding the booking of rooms in the facility and booking same as required.

14. Daily use of information systems, PARIS, (e.g. checking information, entering referrals, opening involvement), PAS, H&C Browser, Commcare, Patient Centre and stand-alone information systems. Inputting detailed information onto systems and interrogation of same under the direction of their line manager. Maintaining accuracy and compliance with all information systems under the direction of their line manager.

15. Carrying out preliminary checks on referrals received; logging referrals onto PARIS and ensure all details are recorded on relevant information system. Support staff when a new referral is received including adding to relevant PARIS Register, and supporting keyworker to ensure all fields are completed at the point of allocation.

16. Run daily PARIS reports as per the Model Office schedule for all staff within Community Team and report back outcome of reports to line manager on daily basis.

17. Providing Waiting List / PTL information from PARIS on a weekly and ad hoc basis as required.

18. Receiving, date stamping and distributing incoming mail in accordance with the Service’s procedures.

20. Arrange and attend meetings, taking minutes. Preparation of Agenda, minutes and papers for meetings.

21. Producing reports from PARIS and ensuring the validation of patient data e.g. caseloads.

22. Assist in the collation of statistics on a regular and ad hoc basis; producing tables and presentation of information as using a range of online products including excel, power point, charts.

23. Updating and maintaining the all relevant Registers including Physical Disability Register, Sensory Disability register and Learning Disability register / Dementia register under the direction of their line manager.

24. Using EProcurement ordering system to maintain adequate stationery levels; raise stock non stock requisitions for any items required

25. Provide training and support as required to new staff under the direction of the line manager.

26. Undertake any other ad hoc administrative and clerical duties as may be required by the Line Manager from time to time.

Essential Criteria:

- 4 GCSEs at Grades A-C including English Language or equivalent / higher qualification AND 1 years’ experience in a clerical/ administrative role_
- OR 2 years’ experience in a clerical/administrative role_
- Experience in the use of Microsoft office, including Word, Excel and Power Point._

Platinum Recruitment NI Ltd is an equal opportunities employer and a Corporate Member of the Recruitment and Employment Confederation (REC) and abide by the REC Code of Professional Practice. Platinum Recruitment NI Ltd adheres to all current employment legislation.

**Salary**: £11.11 per hour

Schedule:

- Monday to Friday

**Education**:

- GCSE or equivalent (required)

**Experience**:

- Clerical/Administrative: 2 years (required)
- Microsoft Office Packages: 1 year (required)

Work Location: In person

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