Administration Assistant

**Role description**

**Summary**
The post holder will be employed by a voluntary sector organisation within the Hospital & Community Navigation Service (HCNS) partnership. The purpose of the job is to provide an efficient and reliable administration support service to staff. The post-holder will undertake a range of administrative and service support duties

Administration Assistant will:

- Input data accurately onto an electronic database
- Ensure confidentiality of all paper and electronic records, complying with the HCNS policies.
- Prepare Induction folders for the service
- Take and circulate minutes at Management meetings and monthly Team Meetings as required
- Contact clients/referrers to gain additional information if required
- Send out letters to clients/referrers/voluntary sector organisations on behalf of staff within HCNS
- Contact clients to arrange/cancel meetings on behalf of HCNS staff
- Assist with monthly data cleanse
- Collate and manage an archive of case studies ensuring all localities contribute regularly and secure the necessary permissions.
- Compile and collect information about local voluntary and community sector organisations and upload to a centrally held file sharing system.
- Assist Project support Officers plan and arrange Management and Area Team days meetings as required.
- Assist Project Support Officers to book training for HCNS if required.
- Ensuring Staff Contact sheet is continually updated as well as internal movements of staff
- Organise ID Badges for new members of staff
- Update ad hoc project cost tracker spreadsheets supervised by a Project Support Officer
- To undertake training as required.
- Undertake any other relevant duties as is reasonable, as requested by Project Support Officer
**Data**
- Operate within GDPR and within HCNS and NHS data rules to collect, record and share key information;
- Encourage people, their families and carers to provide feedback and share their stories about the impact of social prescribing on their lives;
- Support referral agencies to provide appropriate information about the person they are referring;
- Provide appropriate feedback to referral agencies about the people they referred;
- Work as part of the team to monitor outcomes and seek feedback to continually improve the service.
**Professional development**
- Work with your HCNS manager to undertake continual personal and professional development;
- Operate to the highest professional standards, including in relation to safeguarding, lone working, information governance, and health and safety;
**Person Specification**

**Skills**
- Excellent interpersonal and communication skills
- Ability to communicate effectively, both verbally and in writing, with people, their families, carers, community groups, partner agencies and stakeholders;
- Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity;
- Ability to organise, plan and prioritise on own initiative, including when under pressure and meeting deadlines;
- Knowledge of and ability to work within policies and procedures, including for confidentiality, safeguarding, lone working, information governance, and health and safety
- Ability to work as part of a team and on own initiative
- Ability to deal with queries in a diplomatic, professional and confidential manner.
- Good telephone manner
Qualifications & Training
- Educated to GCSE level or equivalent by experience
**Experience**
- Knowledge of services provided by the NHS and Social Care desirable.
- Knowledge of the area served by the scheme.
- Able to plan own workload
- Working knowledge of health and safety practices
- Understanding of the Risk Assessment process
- IT literate
- Able to complete written template records
**Competencies**
- Participation in a multi-disciplinary team environment
- Experience of working in the voluntary sector
- Experience of delivering high quality services to the public**:

- Experienced car driver**
**Additional Information**

**Disclosure and Barring Service Check**:An enhanced DBS disclosure will be required for this post.

**Confidentiality**:Attention is drawn to the confidential aspects of this job and personable responsibility and liability under the Data Protection Act 1998.

**Health & Safety**:The post holder is required to take reasonable care of their own health and safety and that of other people who may be affected by their acts or omissions at work and to ensure that statutory regulations, service policies, codes of practice and safety rules are adhered to.

**Equality and Diversity Policy Statement**:We believe that equality for all is a basic human right and actively oppose all forms of unlawful and unfair discrimination. We celebrate the diversity of society and are striving to promote and reflect that diversity within this service.

Staff may not unreasonably refuse a request to undertake any task which is appropriate to their level for which they have the necessary