Administrative Assistant

Administration Assistant - Job and Person Specification

Evolve

Evolve Case Management offer services to adults who have sustained catastrophic injury. Our client base includes brain injury, spinal cord injury and amputee. We offer bespoke and dynamic management of rehabilitation, and our focus is to support individuals to feel empowered and enabled.
Our stakeholders include clients, families, care providers, NHS teams and legal representatives.
It is imperative that we maintain provide when required transparent and accurate documentation and records which is where this role will support in achieving.

Key Information
- This role is for 16 hours per week on a permanent contract.
- A 6-month probationary period is applicable.
- Hourly salary is £11.00 per hour.
- Working hours can be flexible but 3 days per week minimum is required to meet the needs of the company.
- Company pension of 3% on months where the threshold is passed is available.
- 19.5 days holidays per year plus bank holidays.
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- Job Purpose
The purpose of this role is to provide a full and effective comprehensive range of administrative support to Evolve Case Management.
This will enable the service to fulfil its function to a high-quality standard.

The postholder should have some knowledge of healthcare ideally and a willingness to learn about the area of complex and catastrophic injury. As a relatively new company we have established standard operating procedures, protocols and systems of work, but the postholder should be able to support in the development of these to ensure we continue to be efficient and effective in all aspects of administration. The postholder needs to be manage and prioritise workload effectively and take a dynamic and flexible approach to working.
Attention to detail and a high standard of numeracy and literacy is essential

Job Dimensions

The postholder will be responsible for providing support to Evolve Case Management staff.
Resolving day-to-day problems independently. The post holder will implement administrative processes & systems that ensure transparency and consistency, including being pro-active in making proposals to change. The post holder will be managed by a line manager. The postholder will be required to assist in any other duties which are deemed reasonable to their role.

Key Areas
- Support and maintain appropriate and effective online office management systems to ensure a smooth flow of information within the services.
- Work proactively, suggesting and implementing changes to local procedures and processes to improve efficiency, where appropriate.
- Deal with enquiries received, sending out all the relevant documents/other information as requested and provide direct support for all enquiries.
- To carry out a range of administrative tasks applicable to the services and be able to work flexibly to meet the needs of the company.
- To organise and co-ordinate meetings, training events, taking and distributing minutes, preparing materials, arrange catering/hotel accommodation and equipment requirements as and when necessary.
- The postholder should be proactively suggesting and implementing changes to policies within their own role to improve efficiency.
- Enter client intervention details and other data onto the required databases and spreadsheets to a high level of accuracy and efficiency, and support management in the production of any routine reports as needed.
- Maintain department databases and ensure all filing is kept up-to-date.
- To audio type/copy type correspondence and a range of other types of documents to the highest level of accuracy.
- Monitor, review and generate financial information, including
1. Generating and receipting end of month invoices

2. Payment of invoices on behalf of clients

3. Managing cash flow of company and providing monthly overview to director.

Equipment and Machinery

The post holder must be competent in the use of
- A range of office, audio-visual and IT equipment.
- Use of PC
- Multi-function devices : scanners, copiers, printers, laminators.
- Telephone
Assignment and Review of work
- The post-holder is responsible for scheduling their own workload, delegating when required, ensuring work is available for specified dates.
- Good time management is essential to meet all deadlines throughout the process.
- The postholder is expected to be self-motivated and self-starting, to be capable of acting on own initiative in areas such as background research and problem solving, as well as deciding when it is necessary to refer to line management.
- Line management support is provided through regular meetings.
- A formal appraisal and personal development plan are agreed annually, with input as appropriate by other senior staff that the postholder will be working with.
- Annual objectives are agreed and the postholder is responsible for ensuring delivery of these objectives.
- There will be ad-hoc meetings with the line manager to discuss issues as they arise.