Community Administrative Support Coordinator

3 weeks ago

King's Lynn, Norfolk, United Kingdom Norfolk Community Health and Care NHS Trust Full time

Position Overview

Are you a proactive, adaptable, and confident individual with exceptional organizational, interpersonal, and communication abilities? If so, we invite you to consider this opportunity.

In this role, you will deliver a comprehensive and confidential administrative support service to the Community Health Team, contributing to the overall efficiency of operations.

This is a full-time position, offering a fantastic chance to collaborate with a dedicated team within the Trust.

Key Responsibilities

The successful candidate will closely collaborate with the Community Response Team, assisting with various administrative functions. The Community Response Team plays a vital role in facilitating smooth transitions from acute care settings and preventing unnecessary admissions. Your responsibilities will include managing referrals into the Community Response Team using various platforms.

You will also engage with a multidisciplinary team comprising Nurses, Therapists, and Social Workers, all working together to provide effective discharge and admission avoidance solutions.

Essential Duties

1. Execute and prioritize a range of administrative and clerical tasks, including:

- Utilizing various software applications to create, maintain, and disseminate documents, such as reports and spreadsheets, often dealing with complex matters.

- Understanding and applying a variety of work procedures and practices, some of which may be non-routine, requiring foundational theoretical knowledge.

- Performing tasks such as photocopying, scanning, emailing, and organizing documents efficiently.

2. Identify and suggest improvements in processes to enhance service delivery.

3. Organize and facilitate meetings, which may involve travel to different locations, including:

- Resolving scheduling conflicts, sending invitations, preparing agendas, and distributing materials.

- Arranging meeting logistics, including room setup and hospitality, and taking minutes as required.

4. Handle reception duties, including managing incoming calls and processing urgent referrals.

5. Communicate effectively with patients, providing clear information and addressing concerns with empathy and professionalism.

6. Manage documentation related to staff absences and maintain accurate records.

7. Update staffing information and communicate changes to the team.

8. Process requests for temporary staff cover as needed.

9. Input data into various systems within specified timelines.

10. Ensure efficient use of office supplies and equipment, monitoring stock levels and requisitioning as necessary.

11. Report maintenance and safety issues in accordance with established procedures.

12. Participate in mandatory training and attend relevant meetings, which may be virtual or in-person.

Qualifications and Skills

Essential

  • GCSE Level 4/Grade C or above in English and Maths, or equivalent qualifications.
  • NVQ Level 3 in Business Administration or equivalent experience.

Communication Skills

Essential

  • Proficient in written and verbal communication in English.

Personal Attributes

Essential

  • Commitment to safeguarding and promoting the welfare of vulnerable individuals.

Experience

Essential

  • Proven experience in an administrative role within a busy office environment.
  • Experience working collaboratively as part of a team.
  • Ability to organize and facilitate meetings effectively.

Skills and Knowledge

Essential

  • Proficient in Microsoft Office applications, particularly Word, Excel, and Outlook.
  • Strong keyboard and IT skills.
  • Excellent organizational and communication skills.
  • Ability to work independently, managing and prioritizing workload effectively.
  • Positive attitude towards customer service.

Other Requirements

Essential

  • Flexible approach to work.
  • Ability to arrange own transportation as needed.

Personal Development

Essential

  • Enthusiastic and motivated to provide excellent service.
  • Team-oriented with the ability to work independently.
  • Demonstrates tact and diplomacy in all interactions.

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