Operations Administrator

This is a key role providing comprehensive administration support to the General Manager, Performance & Operations Manager and wider BCE service managers. You will be the first point of contact for BCE managers, employees, suppliers, and contractors to support the day to day operations, and the delivery of the Centre, Division and Trust Strategic objectives. The role includes the supervision of our experienced reception team and significant contact with estates and facilities to support both BCE and the other sites from which our services are delivered.

Working closely with the General Manager (GM), Performance & operations manager and wider teams to support the day to day running of the centre, providing a high level of administrative support.

Maintain and manage confidential and sensitive information, ensuring information governance processes at adhered to at all times.

Supervise the BCE reception team; ensuring and coordinating reception cover, leave authorisation, undertaking appraisals, and return to work meetings.

Be the single point of contact for co-ordinating calls with Facilities helpdesk for building repairs and maintenance. Updating the spreadsheet with call reference numbers and ensuring resolution.

Take, type up and distribute agendas, minutes and issue monthly reporting for all management meetings, Health and Safety meetings, User Group meetings and any ad
- hoc meetings as required.

Maintain personnel files for all staff employed by the department and keep accurate and up-to-date information on training courses, and appraisals in line with the quality procedures for the department.

Act as a central point of contact for verbal and written complaints received from patients/carers and co-ordinate response

Maintain, and where appropriate, establish comprehensive and efficient office systems for own working practice and occasionally departmental practice.

The Bristol Centre for Enablement (BCE), provides specialist enablement services both locally, and across the South West of England. The nature of our services means we have life long relationships with our patients and going the extra mile is central to our teams' care. The six services provided by the centre are highly specialised and whilst serving separate patient groups with different ways of working, there is overlap between the services. A friendly environment belies the passionate commitment to high quality care and desire to provide an excellent patient experience. Although we are away from the main Hospital site, we work closely with them and are a key part of the Trust.

The role requires close working relationships with each of the Clinical Service managers and the Performance and Operations Manager within the management team

Provide a high level of administrative support to the the General Manager (GM), Performance & operations manager and service managers in the day to day running of the centre.

Identify and action both urgent and non-urgent matters for the GM, Performance & operations manager and in their absence, highlighting any issues to members of the management team as necessary.

Supervise the BCE reception; undertaking appraisals, return to work meetings, leave authorisation and coordination of reception cover

Develop and maintain a follow up system for outstanding actions on behalf of the manager/s to ensure all deadlines are met.

Take, type up and distribute agendas, minutes and issue monthly reporting for all management meetings, Health and Safety meetings, User Group meetings and any ad
- hoc meetings as required.

Be the single point of contact for building repairs and maintenance co-ordinating calls with Facilities helpdesk. Updating and maintaining the spreadsheet with call reference numbers and ensuring resolution.

To become a ''super user' for local IT systems and undertake some support functions.

Maintain confidential personnel files for all staff employed by the department with accurate and up-to-date information on training courses, and appraisals in line with quality procedures for the department.

Management of petty cash for the department and paying in cheques at the cashier’s office for payments received from patients at BCE.

Act as a central point of contact for verbal and written complaints received from patients/carers and co-ordinate response

Maintain, and where appropriate, establish comprehensive and efficient office systems for own working practice and occasionally departmental practice.

Responsible for key management for all rooms in the department including the master key.

Co-ordinate dissemination of relevant information provided by Trust to all immediate line managers.

To be involved in Trust-wide initiatives including staff wellbeing, sustainability, and other projects as appropriate.

To be actively involved in the coordination of charity bids and the development plans surrounding them.

Organise offsite ‘Away Day’s’ for the department involving booking offsite venue