Administrative Support Specialist

4 weeks ago

Haverhill, Suffolk, United Kingdom Suffolk GP Federation CIC Full time

Position Overview

Is this role right for you?

We prioritize your onboarding and training, ensuring you receive ongoing constructive feedback. Your safety and support in this position are paramount to us.

  • This role is ideal for individuals who are organized, possess strong communication abilities, and are eager to collaborate within a team environment.
  • Proficiency in organizational and communication skills is essential.
  • Flexibility to work across various locations is required.

Employment Type:

This is a part-time, permanent position requiring three shifts per week, following this schedule:

  • Monday 08:45 - 13:00
  • Thursday 12:45 - 17:00
  • Friday 12:45 - 17:00

Please note that the salary mentioned corresponds to a full-time equivalent.

Key Responsibilities

Role of the Administrative Support Specialist

Suffolk GP Federation is seeking an Administrative Support Specialist to facilitate the operational and administrative functions of our services.

What will you be doing?

  • You will oversee the reception area, managing communications via telephone, email, and in-person interactions.
  • You will operate at multiple locations, serving as the initial point of contact for clients.
  • Utilization of our clinical management system will be part of your responsibilities, including assisting with scheduling and clinic management.

About Us

What we offer:

  • A strong commitment to flexible working arrangements to help maintain a healthy work/life balance.
  • Opportunities for agile working, allowing you to engage with your teams from various locations.
  • Innovative teams that encourage forward-thinking and value your input.
  • A visible and supportive management team that understands operational needs.
  • Access to excellent IT support, ensuring you have top-notch equipment and prompt assistance.
  • A focus on personal development, with training and leadership opportunities supported by service-managed budgets.
  • A cycle-to-work scheme.
  • Death in service benefits.
  • Competitive salaries with annual reviews.
  • Generous holiday entitlement starting at 27 days (plus public holidays), increasing to 29 days after five years of service.
  • Participation in the Blue Light Card scheme, providing access to numerous discounts.

Job Responsibilities

Role Description

Job Title: Administrative Support Specialist

Reports to: Operations Manager

Work Location: Multiple Sites

Purpose of the Role

The individual in this position will deliver administrative support across various locations, ensuring the smooth and effective operation of our services.

Main Duties & Responsibilities

  • Manage daily operations of the reception area, handling face-to-face, telephone, and electronic communications.
  • Serve as a friendly and professional first point of contact for clients, staff, and visitors.
  • Handle deliveries and manage incoming mail, including sorting and distributing as necessary.
  • Assist and redirect inquiries from callers and service users appropriately.
  • Provide information and respond to routine inquiries.
  • Ensure timely and accurate communication of messages.
  • Deliver efficient administrative support, including data entry, clerical tasks, and document management.
  • Utilize our clinical system for appointment management, waiting list coordination, and administrative tasks as directed.
  • Order necessary supplies for the reception area as needed.
  • Coordinate with maintenance services regarding facilities and equipment.

Qualifications & Training

Essential Requirements:

  • GCSEs or equivalent in Mathematics and English.
  • Willingness to pursue further training and development as required by the service.

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