Senior Administrative Coordinator

2 months ago

Norwich, Norfolk, United Kingdom Norfolk Community Health and Care NHS Trust Full time
Job Summary

We are seeking a highly skilled and motivated Senior Receptionist to join our team at Norfolk Community Health and Care NHS Trust. As a key member of our reception team, you will be responsible for providing exceptional customer service, administrative support, and ensuring the smooth operation of our reception area.

Main Responsibilities
  • Provide administrative support to the reception team, including answering telephone calls, greeting patients, and responding to queries.
  • Use a range of software programs to produce, maintain, and distribute documents, including reports, spreadsheets, and databases.
  • Coordinate a group of staff on a daily basis, being the senior point of contact.
  • Manage the main switchboard, support new initiatives, and undertake audits as requested.
  • Undertake receptionist/telephonist duties, be a point of contact for internal and external callers and visitors, and provide information or answer questions on routine matters.
  • Coordinate a team of Reception staff, assigning tasks, delegating duties, organizing desk and lunch rotas, and supporting and facilitating training needs for existing and new starters.
  • Communicate with patients and clients at an appropriate level, providing clear information and guidance, and dealing with patients' fears and lack of understanding.
  • Input data onto various databases and systems, including SystmOne, STORM, Powergate, and the Spine Portal, within the required timescales and deadlines.
  • Process petty cash claims, reimburse staff and patients in accordance with Trust policy, handle monies securely, and ensure that a monthly count and audit is carried out to reconcile the account and ensure compliance with procedures.
  • Process the order of parking permits for the Community Nursing teams, liaise with Clinical Operation Managers to ensure appropriate quantities ordered, record accurate information on spreadsheets, and notify and distribute to teams appropriately.
  • Receive controlled drugs in accordance with Trust Protocol Guidelines, ensure secure storage and distribution to the relevant disciplines, and communicate with the relevant parties.
  • Be responsible for the efficient use of office equipment and supplies, monitor and maintain stock levels, requisition/authorize and receipt goods and services on the NHS procurement system, Powergate, and carry out research into goods and services as directed.
  • Report maintenance, cleaning, security, health and safety, and other site issues in line with current procedures, keeping the line manager/site manager informed at all times.
  • Implement policies for own work area and propose changes as necessary, and demonstrate required duties to new starters.
  • Provide cover in other departments as required, during periods of absence, as directed by the Admin Team Leader.
Person Specification

Qualifications

  • Numerate and literate, with Maths and English GCSE (Level 4, Grade C or above), or equivalent.
  • NVQ Level 3 in Business Administration, or equivalent experience.
  • Proven IT skills.

Desirable

  • ECDL, or equivalent IT qualification.

Experience

  • Proven administration and reception experience in a busy office environment.
  • Proven experience of working as part of a team.
  • Proven ability to organize and service meetings.

Skills, Abilities, and Knowledge

  • Comprehensive working knowledge of Microsoft Office, especially Word, Excel, and Outlook.
  • Typing skills.
  • Good organizational and communication skills.
  • Proven ability to work on own initiative, without direct supervision, prioritizing and managing own workload.
  • Articulate, calm, polite, and well-motivated with a positive attitude to customer care.
  • Effective communication and listening skills, in both written and verbal formats.

Personal Attributes/Behaviours

  • Enthusiastic and motivated.
  • Committed to providing the best possible service to patients.
  • Tact and diplomacy.

Other

  • Flexible attitude and approach to work to meet Patient/Service needs.
  • Able to make own transport arrangements to meet the needs of the Service and role.
  • Willingness to cover in other geographical locations.

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