Senior Administrator

2 weeks ago

York, York City, United Kingdom St Leonard's Hospice Full time
Job Summary

We are seeking an experienced and skilled Senior Administrator to join our Administration Team at St Leonard's Hospice. As a key member of our team, you will play a vital role in ensuring the smooth and effective running of our administrative operations.

Main Responsibilities
  • Administrative Support
    • Maintain accurate and up-to-date filing and archive systems, ensuring confidentiality and security of sensitive documents.
    • Manage patient records, updating databases and systems for effective team communication.
    • Coordinate meetings, including booking rooms, arranging refreshments, and ensuring necessary equipment and presentations are prepared.
    • Manage electronic appointment diaries and support the production and timely distribution of meeting agendas and papers.
    • Take and distribute meeting minutes and handle any necessary administrative follow-up tasks.
  • Customer Service
    • Provide exceptional customer service to patients, carers, and healthcare teams, responding to complex and demanding information and dealing with distressing situations in a sympathetic and calm manner.
    • Ensure excellent customer service by offering a professional and efficient telephone and email service, taking accurate messages and providing information as needed.
  • Supervision
    • Provide operational support to colleagues and supervision of junior staff and volunteers within the team, as directed by the Administration Team Leader.
    • Provide training and development for junior staff and volunteers, offering support to new and/or less experienced staff as needed.
  • IT
    • Support the monitoring and validation of data related to key performance indicators and targets, ensuring thorough quality checks to meet performance standards and operational criteria.
    • Maintain high-quality data management by updating the Hospices patient information system, recording patient transactions, documenting admission and discharge details, and keeping patient demographic information accurate and current.
Person Specification

Communication

  • Ability to communicate effectively at all levels within the Hospice and externally, both written and verbal.
  • Ability to communicate sensitively with patients, carers, and staff about their health needs.

IT

  • Digitally literate.
  • Knowledge of Microsoft applications (Word, Excel, PowerPoint, Outlook).
  • Demonstrate knowledge of inputting and retrieving data accurately.

Experience

  • Previous experience of working in a busy office environment in an administrative function.
  • Note-taking skills.
  • Experience in managing and maintaining office systems.
  • Experience of working with medical records filing systems.
  • Good organisational and planning skills.
  • Excellent keyboard skills.
  • Problem-solving skills using own judgement and initiative.

Other

  • Ability to work under pressure and handle conflicting demands efficiently and in a professional manner.
  • Self-motivated with the ability to motivate others.
  • Ability to work on own initiative and work as part of a team.
  • Flexible and adaptable to meet the changing needs of the service.
  • Ability to deal with complaints or difficult/emotive situations, as they arise, taking appropriate action and knowing when to escalate.
  • Ability to prioritise and process information according to urgency.
  • Committed to continual quality and service improvement.
  • Self-aware and committed to continual personal development.
  • Attention to detail.

Qualifications

  • Functional Skills Level 2 in Maths and English or O Level/GCSE in Maths and English at grade C or above.

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