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Administrative Support Coordinator

2 months ago

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

Position Overview

Please be aware that this vacancy may close earlier than the advertised date if there is a high volume of applicants.

We are seeking a motivated and proactive Administrative Support Coordinator to provide a robust administrative framework and business assistance within the ARRS Primary Care Mental Health Team.

This dynamic role involves supporting 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 area.

You will be a collaborative team member, showcasing exceptional communication abilities, both written and verbal. The capacity to manage multiple tasks simultaneously, along with the commitment and discernment to meet deadlines and execute actions, is essential. Proficiency in Microsoft Office is crucial, as is the capability to organize and document meetings effectively. You should also exhibit a high level of confidence to facilitate sound decision-making and foster credible and productive working relationships with a diverse range of individuals.

Prior experience in a similar role would be beneficial.

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

Main Responsibilities

This role offers a diverse and engaging workload, requiring you to utilize your initiative to address and follow up on various issues daily. Responsibilities include attending and documenting joint stakeholder meetings and facilitating regular team business meetings. Additionally, you will be tasked with analyzing and extracting data from performance reports and relaying this information to the Service Manager and key staff in a format suitable for planning and supervision purposes.

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

Requesting information and activity reports as needed on behalf of the Service Manager, Transformation Lead, and key personnel.

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, proudly holding the highest possible rating of "Outstanding" from the Care Quality Commission (CQC).

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

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 professional eager to work within a Trust that is ambitious and recognized as the fastest improving Mental Health Trust in the Country.

In return, we offer:

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

Job Responsibilities

Autonomy to establish 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 providing feedback in a comprehensible format for the Service/Team to ensure compliance and facilitate planning.

Ensuring effective systems are in place to monitor, capture, extract, and analyze relevant data to measure performance against contracts and support compliance with Key Performance targets, delivering pertinent information daily in various formats.

Providing and receiving complex information, which may sometimes necessitate persuasive, motivational, negotiating, or training skills. Handling confidential, sensitive, or contentious information where cooperation is essential, and barriers to understanding may exist. This may also involve offering advice, instruction, or training to groups on straightforward subject matters.

Coordinating meetings with internal and external partners and organizing events for the team at external venues.

Taking accurate minutes for team meetings and other required meetings.

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

Compiling monthly reports and minutes from teams and corporate partners.

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

Utilizing IT packages such as Word, Excel, and PowerPoint proficiently.

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

Prioritizing your workload daily to ensure deadlines are met.

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

Planning key work-streams as part of various projects.

Responding to requests for information, whether oral, written, or electronic.

Acting on correspondence by responding to or referring it to the appropriate person.

Providing advice on areas of expertise in a manner relevant to the audience and topic.

Liaising with partner services and organizations.

Preparing and completing routine documents, including letters, reports, presentations, and purchase order requisitions.

Handling telephone inquiries.

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

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

Supporting the Service Manager with monthly nominal roll, leave, and expense returns as required, providing reports as necessary.

Experience

Essential

  • Experience in an administrative role

Desirable

  • Experience in data handling

Skills

Essential

  • Competency in using MS Office

Desirable

  • Knowledge of Trust Systems