Administrative Support Coordinator

4 weeks ago

Basingstoke, Hampshire, United Kingdom Solent NHS Trust Full time

Position Overview

An opportunity has emerged for a dedicated Band 3 Administrator to become a vital part of our Community Children's Therapy Team. This role is ideal for individuals who are eager to contribute positively to the lives of children and families.

We are in search of a proactive and detail-oriented administrator with exceptional communication abilities and a strong desire to learn. As a member of a diverse team, you will play a crucial role in enhancing the effectiveness of the Community Therapy Service.

Candidates should possess excellent time management skills, a self-driven attitude, and a commitment to customer service. Proficiency in IT, particularly with SystmOne and Microsoft applications such as Excel, Word, and Outlook, is essential.

If you are organized, enthusiastic, and capable of working both collaboratively and independently, we encourage you to consider this position.

Key Responsibilities

  • Accurately manage and update the electronic record system (SystmOne) with relevant information, including referrals and documentation from other services, ensuring compliance with Health Records Standards and Procedures.
  • Efficiently handle emails via Outlook, prioritizing tasks based on urgency and importance, while addressing sensitive queries as they arise.
  • Assist in organizing training events and team activities, including coordinating schedules, venue arrangements, and hospitality needs.
  • Monitor and procure office supplies, including stationery and clinical materials, and submit order requests as necessary.
  • Participate in team meetings, ensuring that action items are completed on time and taking minutes when required.
  • Provide support during periods of absence within the administrative team to maintain operational continuity.
  • Offer guidance and training to Band 2 staff or new team members as needed.
  • Contribute to the development and maintenance of current office policies and procedures.
  • Supervise Band 2 staff or new employees in the absence of the Admin Supervisor and Admin Manager.
  • Collaborate with the Admin Supervisor to establish and refine administrative systems and processes as appropriate.

About Our Organization

We are in the process of forming a new organization that will integrate community, mental health, and learning disability services across Hampshire and the Isle of Wight. This initiative aims to enhance the quality of care and ensure equitable access to services for all communities.

The project, known as Project Fusion, is focused on creating a unified NHS Foundation Trust that will streamline services currently provided by various local NHS Trusts. This transition is designed to foster a more sustainable workforce and improve service delivery.

Employees will transition to the new organization under the Transfer of Undertakings (Protection of Employment) regulations, ensuring the continuity of employment terms and conditions.

Qualifications and Experience

Essential Qualifications

  • GCSE English and Maths at level 4/C or above, or equivalent general education.
  • RSA 3 Typing or equivalent qualification.
  • Business and Administration NVQ Level 3 or equivalent.

Essential Experience

  • Proven experience in administrative roles.
  • Experience in maintaining organized filing systems and compiling information.
  • Background in customer-focused environments.
  • Ability to adapt to a dynamic work environment with minimal supervision.

Desirable Experience

  • Experience in supervising and appraising staff members.

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