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Administrative Support Coordinator

2 months ago

Belfast, United Kingdom Apple Recruitment Full time

Position Title:
Administrative Support Coordinator

Contract Duration:
10 months with potential for extension.

Work Location:
Remote

Working Hours:
20 hours per week

Compensation:
£11.67 per hour


We are currently seeking an Administrative Support Coordinator to deliver a high-quality administrative support service. This role includes essential tasks such as document preparation and schedule management as necessary.

The successful candidate will serve as the primary contact for public inquiries via telephone.

The role may require flexible working hours across a 7-day period and participation in an on-call roster.


Key Responsibilities:

  • Perform a variety of administrative tasks including filing, scheduling appointments, managing calendars, and handling incoming correspondence.
  • Organize and manage a range of communications in line with established protocols within the designated area.
  • Timely upload, accept, and allocate all referrals received in the Nursing Duty Desk, including support for Health Professional Caseloads.
  • Organize and maintain waiting lists for home care services and clinics.
  • Oversee appointment scheduling and ensure efficient management of resources.
  • Maintain adequate inventory of supplies and stationery, placing orders through the organization's procurement system.
  • Order medical supplies and equipment as required using the organization's IT systems.
  • Ensure all manual and computerized systems are accurately maintained in accordance with local policies.
  • Implement systems to provide data returns that support service reporting.
  • Assist the administrative manager in compiling statistical data.
  • Contribute to the development of local policies and procedures as needed.
  • Ensure all tasks are completed promptly and meet established performance standards.
  • Foster and maintain positive working relationships with managers and staff at all levels, and interact effectively with the public as required.
  • Uphold confidentiality standards regarding all information related to service users and staff.
  • Prioritize workload based on expected outcomes.
  • Provide coverage for all Specialist Nursing Administrative staff during periods of absence.
  • Take minutes when necessary.
  • Undertake any administrative tasks relevant to the role as required by the team.
  • Adapt to a dynamic work environment and undertake additional duties within the scope of the position as needed.
  • Assist in the onboarding and training of new administrative staff as required.

Qualifications:
1a.) 4 GCSEs at grade C or above, including English Language, or an equivalent qualification AND one year of administrative experience.

OR

b.) NVQ Level II in Administration and one year of administrative experience.

OR

c.) A minimum of two years of administrative experience.

2. Proficiency in using key information systems such as Paris, Staff Plan, Dates, PAS, EProcurement, etc.

  • Excellent verbal and written communication skills.
  • Ability to meet deadlines and work effectively under pressure across various service areas.
  • Capacity to engage with operational staff and senior management at all organizational levels.
  • Team-oriented with a collaborative approach.
  • Flexibility to adapt to a changing work environment.
  • Experience working with a diverse range of stakeholders to achieve successful outcomes.


Apple Recruitment Services is acting as an Employment Agency in relation to this vacancy. We are committed to equal opportunities in employment.