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Administrative Coordinator for Banking Team

3 months ago

Chichester, West Sussex, United Kingdom Sussex Partnership NHS Foundation Trust Full time

Job Overview

We are seeking a dedicated and proactive individual to deliver a comprehensive suite of administrative and secretarial support to our banking team. This role involves effective communication with various departments and responding to inquiries from clients, service users, and other stakeholders. The ideal candidate will consistently provide a client-centered service that fosters positive relationships and enhances customer satisfaction.

Key Responsibilities

Role Scope & Responsibilities

The Administrative Coordinator will be responsible for offering full administrative and secretarial assistance, engaging daily with staff across different levels and maintaining regular interactions with service users and their families, who may occasionally be in distress. The Coordinator will ensure the office operates efficiently and effectively.

About Our Organization

We are looking for an enthusiastic and motivated individual who thrives on challenges to join our team. You will be part of a dedicated administrative team supporting a range of clinical professionals, including healthcare providers and social workers, ensuring the delivery of exceptional patient-focused care.

In this role, you will interact with patients, their families, and visitors, as well as manage telephone inquiries from the public and relatives.

Desired Skills and Qualifications

The successful candidate will possess:

  • Strong organizational and planning abilities
  • Capability to work independently as well as collaboratively within a team
  • Proficient computer skills, particularly in Microsoft Office Suite (Outlook, Word, Excel)
  • Excellent written and verbal communication skills, along with a professional telephone demeanor
  • A flexible and helpful attitude
  • Strong interpersonal skills, with the ability to handle sensitive information confidentially

You will receive ongoing training and development opportunities, along with regular supervision to support your professional growth.

Informal Visits

Candidates are encouraged to arrange informal visits to learn more about our organization and the role.

Administrative Duties

Key Result Areas: Administrative Support

Provide comprehensive and efficient administrative support to the team, including managing correspondence, processing referrals, and handling telephone inquiries.

Collaborate with other departments and staff at all levels, both internally and externally.

Ensure proper filing of all documents and correspondence.

Produce high-quality letters and reports from audio and handwritten notes, adhering to organizational guidelines.

Manage team calendars and prioritize competing demands effectively.

Organize and facilitate meetings, including preparing agendas and taking minutes.

Handle incoming and outgoing mail for the team.

Prepare presentation materials as needed.

Additional Administrative Responsibilities

Maintain organized filing and database systems, ensuring confidentiality in handling information.

Coordinate transport and interpreter services for service users as required.

Provide reception services, welcoming visitors and managing inquiries with sensitivity.

Record messages accurately and initiate appropriate follow-up actions.

Act as a point of contact for team members during office hours, responding to emergencies with relevant information.

Ensure compliance with departmental policies regarding security and confidentiality.

Assist in training and onboarding new staff members.

Participate in the organization's supervision and appraisal processes.

Qualifications

Essential Requirements

  • NVQ Level 3 or equivalent
  • RSA Level 3 or equivalent experience
  • Good standard of secondary education, including GCSEs at Grade C or above

Knowledge and Experience

Essential Qualifications

  • Proven experience in a range of administrative procedures
  • Experience in producing documents with high standards of presentation and accuracy
  • Familiarity with maintaining office systems
  • Experience working collaboratively within a team environment