7. Dimensions and Context of Role To deliver an effective and competent level of administrative support and consistently deliver a client focussed service which promotes good customer service and effective working relationships. To be responsible for providing daily administrative support in the allocated service area ensuring business priorities are met for example: maintaining records, minute taking, data inputting and reception duties. Typing of confidential reports/letters; which may be supplied via hard copy and/or dictation, (which may contain distressing information) as requested to meet service needs.
Working proactively to support team. Ability to work on own and proactively as part of a team. The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will need to be flexible to carry out any other duties as may be reasonably required by their line manager.
Management of service Provide support to customer and visitor reception areas, acting as the first point of enquiry and sign posting individual to relevant information / service. Promote the image of the department, checking that notices and leaflets are up to date & well presented. Support the management team to ensure that internal and external communication systems are in place Ensure that all complaints, compliments, concerns, comments and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately, supporting junior staff where necessary. Respond to telephone, email and written queries on behalf of the service area including call handling where appropriate as agreed with line manager.
Arrange appointments, meetings and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available, in conjunction with line manager where required. To produce informal and formal minutes as an accurate record of meetings, transcribing and distributing as directed. Maintain accurate and timely electronic and hard copy information e.g. training logs using organisational systems as directed (ensuring ease of access/retrieval as appropriate) and in line with policies.
Supporting operational staff to access management information; electronic and hard copy. Collect and collate data to enable managers to monitor budgets and performance in relation to business support function with support of line manager. Collect, collate and prepare information for service area users with support of line manager. Maximise the use of electronic systems to enable effective management of the service area such as Microsoft Office and patient record systems.
Be compliant with the Data Protection and record management policies and procedures with particular reference to confidentiality and safeguarding issues. Be proactive and contribute ideas for improvement in the way the service is delivered. Able to work on own initiative, prioritising work within defined policies and procedures to set timescales. Ensure that all office support services e.g.
post, fax, filing, photo copying, are delivered in a timely manner. Staff management & development Provide the day to day supervision and line management of junior staff where appropriate, including performance management, absence management and appraisal. (Not required for this post at present) Demonstrate own activities to new or less experienced employees. Financial management To process and pass for payment all relevant invoices in a timely manner in accordance with business process, with support of line manager To support the line manager with banking and remittance service (including petty cash).
Monitor stock e.g. stationery and order supplies and equipment as required within the business area. Undertake surveys or audits as directed. Please see attached Job description and person specification for full details of the role.
