Administrative Support Coordinator

3 weeks ago

StokeonTrent, Stoke-on-Trent, United Kingdom North Staffordshire Combined Healthcare Trust Full time

Job Overview

Please be aware that this position may be filled prior to the official closing date if there is a significant number of applicants.

We are seeking a motivated and proactive Administrative Support Coordinator to deliver a thorough administrative service and business support framework within the ARRS Primary Care Mental Health Team.

This dynamic role involves providing assistance to the Service Manager and a team of Mental Health Practitioners and STR workers, who operate remotely within Primary Care Networks and GP practices across the North Staffs and Stoke region.

You will be a collaborative team member, showcasing exceptional communication abilities, both written and verbal. You should be adept at managing multiple tasks simultaneously and possess the capability, dedication, and discernment to ensure that deadlines and actions are met. Proficiency in Microsoft Office is crucial, along with the ability to organize and document meetings. You should also exhibit a high level of confidence to facilitate effective decision-making and cultivate credible and productive working relationships with a diverse range of individuals.

Previous experience in a comparable environment would be beneficial.

Please note that while this position is advertised within a Trust base, there is flexibility for remote or hybrid working arrangements.

Key Responsibilities

This role offers a diverse and engaging workload, requiring you to utilize your initiative to address and follow up on a variety of issues daily. You will also be tasked with attending and documenting joint stakeholder meetings, as well as facilitating regular team business meetings. Furthermore, you will be responsible for analyzing and extracting data from performance reports and communicating this information back to the Service Manager and key personnel in a format suitable for use within Services/Teams for planning and supervisory purposes.

Act as a central point of contact to address and resolve any inquiries on behalf of the Service Manager and Primary Care Networks regarding all Key Performance Indicators.

Request information and activity reports necessary for the Service Manager, Transformation Lead, and key staff.

About Us

North Staffordshire Combined Healthcare NHS Trust is a premier provider of mental health, social care, learning disability, and substance misuse services in the West Midlands.

We are a progressive Trust and take pride in having achieved the highest possible rating of "Outstanding" from the Care Quality Commission (CQC).

We are also honored to have received the prestigious 'Trust of the Year' award at the national Health Service Journal Awards 2022.

Our vision is 'To be Outstanding in all we do and how we do it.' Our teams are dedicated to compassion, teamwork, and resilience.

Our Trust is on an exciting journey of innovation, and we invite you to be part of it. To thrive in this role, you will be an enthusiastic, caring, and compassionate registered professional eager to work within a Trust that is ambitious to excel and has been recognized by the Care Quality Commission as the fastest improving Mental Health Trust in the Country.

In return, we offer:

  • A competitive progressive salary
  • Coverage of your DBS Check costs (£44)
  • Attractive staff benefits including weekly offers and discounts
  • Individual Personal Development Plan and Career Progression opportunities
  • Excellent pension scheme available
  • Annual leave days, plus statutory bank holidays (pro rata)

Job Duties

You will have the autonomy to provide a comprehensive business support framework for the Service Manager and Team, focusing on extracting and analyzing reports and data for all Key Performance Indicators (both Quantity and Quality) and delivering feedback in a format that is understandable and actionable by the Service/Team to achieve compliance, inform supervision, and support forward planning.

Ensure robust systems are established to monitor, capture, extract, and analyze relevant data to measure performance against contracts and support compliance with Key Performance targets, providing pertinent information daily in various formats.

Provide and receive complex information, which may sometimes necessitate persuasive, motivational, negotiating, or training skills. Handle confidential, sensitive, or contentious information where cooperation is essential or barriers to understanding exist. This may also involve providing advice, instruction, or training to groups where the subject matter is straightforward.

Organize and coordinate meetings with internal and external partners, and arrange events for the team at external venues.

Accurately document minutes for team meetings and other meetings as required.

Manage the diary for the Service Manager and team, including confirming attendance, circulating documents, and booking venues.

Ensure monthly reports and minutes are compiled from the teams and corporate partners.

Undertake word processing of all documents to a high standard, adhering to an agreed Trust style and utilizing an appropriate referencing system.

Utilize IT packages such as Word, Excel, and PowerPoint competently.

Develop and oversee the maintenance of filing systems (both electronic and paper) to ensure effective access to relevant information.

Prioritize your workload daily to ensure that deadlines are met.

Serve as a central point of contact for external and internal callers, making judgments regarding the appropriate dissemination of key information.

Plan key work-streams as part of a project.

Manage staff or work planning to meet organizational requirements.

Respond to appropriate requests for information, whether oral, written, or electronic.

Act on correspondence, responding to or referring to the appropriate person.

Provide advice on areas of knowledge/expertise in a manner relevant to the audience and topic area.

Liaise with partner services and organizations.

Prepare and complete routine documents, including letters, reports, presentations, and purchase order requisitions.

Handle telephone inquiries.

Assist external contacts and directorate staff with non-clinical advice on call arrangements, diary availability, and meeting agendas.

Monitor the ESR Business Intelligence system to ensure compliance with staff mandatory training/appraisals/sickness, providing reports as necessary.

Assist the Service Manager with monthly Nominal Roll, leave, and expense returns as required, providing reports as necessary.

Experience Requirements

Essential

  • Experience in an administrative role

Desirable

  • Experience in data handling

Skills Requirements

Essential

  • Proficiency in MS Office

Desirable

  • Familiarity with Trust Systems

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