Administrator to Senior Management Team (SMT)

Job description

Job responsibilities

Job Title: Administrator to Senior Management Team (SMT)

Location: Elstow Medical Centre /Stephenson Court Priory Business Park

Reports to: Business & Operations Manager

Hours: 30 - 37.5 Hours per week

Salary £15.50 per hour

Job Summary

The Administrator will coordinate office activities and operations to secure efficiency and compliance with company policies. This role includes a variety of administrative tasks, ensuring the rest of the staff has adequate support to work efficiently.

Key Responsibilities:

As an experienced administrator, you will play a crucial role in the smooth running of our office. Your responsibilities will include:

Managing day-to-day administrative tasks such as scheduling meetings, organising files, and handling correspondence.

Providing excellent customer service, answering phone calls and emails promptly and professionally.

Assisting with the preparation of reports and presentations.

Coordinating with various departments to ensure efficient workflow and communication.

Managing office supplies and maintaining a tidy and organised work environment.

Assisting with HR duties, such as onboarding new staff and maintaining employee records.

The Administrator will provide a comprehensive and efficient administrative service to support the Senior Management Team. As much of the work is confidential and sensitive, discretion is required in dealing with all business going through the office. The post holder is expected to:

• Maintain a professional approach.
• To work autonomously and as part of the team.
• Process all correspondence, incoming mail, telephone calls, emails, and routine enquiries in a timely manner and within time restraints.
• Establish and maintain an efficient electronic filing system and ensure that all other systems or procedures are reviewed on a regular basis (at least annually) to allow for changing needs.
• Ensure obsolete files are archived to maintain maximum efficiency.
• Maintain an efficient diary system to facilitate meetings/appointments.
• Ensure all supporting correspondence and information for meetings is adequately prepared and available at the required time.
• Make appropriate welfare arrangements for meetings, conferences, seminars etc. both internally and externally, including accommodation, refreshment, and transport.
• Co-ordinate the collation of BEDOC Council Board and management reports from information submitted to the CEO/Chair of Council ensuring that reports are submitted in a timely and concise manner.
• Maintain annual Leave and sickness records for all BEDOC head office staff.
• Provide administrative support for meetings; production of agendas, confirmation of venues, recording and typing of minutes and follow up action points as agreed with the CEO/Executive & Senior Management Team.
• Take formal minutes at various committees, including: - BEDOC Council Meeting, Clinical Review Meeting, QA Meeting, Management Team Meeting, (as requested) and any other meetings as agreed by the CEO or Senior Management Team (some of these may be out of normal working hours). .
• Act on own initiative in dealing with internal enquiries and preparing correspondence at the discretion of the Senior Management Team.

• To provide HR support to the organisation in respect of all employees
• To support the team in the recruitment and processing of casual workers using the agreed onboarding format.
• To maintain Bedoc head office staff personnel files (exceptions may apply at the discretion of the CEO) to include up to date job descriptions, contracted hours, sickness and absence reports, performance reviews, next of kin, current contact details, employment checks & recruitment letters/contracts.
• To perform return to work interviews as required by Line Managers
• To ensure all Bedoc workers are aware of company benefits such as access to Employee Assistance.
• To keep the CEO/Senior Management Team informed of HR issues or request for support as appropriate.
• To maintain accurate contact details for commissioning bodies, clients and to ensure that centralised lists (including telephone and email) are kept up to date and accessible to senior managers and CEO.

• To provide secretarial support to the CEO and senior management team.
• To maintain electronic reporting & filing systems.
• To gather information and prepare reports as requested.
• To maintain corporate image ensuring documents are standardised.
• To keep the register of members, other registers and books required (delegated duty supporting company secretary)
• To summon and attend all meetings of the members of the Society, and of its Council, and keeping the minutes of those meetings (delegated duty supporting company secretary).
• In liaison with Company Secretary publish to all members, in an appropriate format, information about the Society's affairs to enable its purpose to be achieved

Key Relationships

• Colleagues
• Executive Management Team
• Senior Management Team
• HR Advisors
• IT support team
• Bedoc Council members
• Suppliers and customers, including NHS Commissioners
• Other stakeholders

General Administration

• Provide support to the CEO & Senior Management Team
• Maintain accurate documentation and information systems, using the company's software and shared drives for the recording of administrative data and other departmental requirements.
• Use Microsoft applications and company approved software to produce a wide variety of documents, including letters, reports, tables, spreadsheets, presentations, and organisational charts.
• Compile specific reports for the CEO & Senior Managment Team as requested from a variety of software tools.
• Deal with enquiries in a courteous and positive manner, drafting replies to routine correspondence, when applicable.
• Keep up to date with activities and build effective working relationships with the management team.
• Prepare and circulate documentation for management meetings, arranging meeting venues, where applicable
• Attend meetings, including the BEDOC Council meetings 4 times per year (out of hours), take minutes and circulate documentation as required; monitoring actions arising and escalating issues when appropriate

• To liaise (when required) with HR advisory service to support HR function of the organisation,. To ensure tasks are undertaken in a confidential and sensitive manner, in line with Bedoc policy on data protection.
• Human Resources Support follow company policy to manage recruitment end to end, which includes tasks such as reviewing job descriptions, shortlisting, arranging interviews, monitoring right to work for all prospective candidates, contract creation, all referencing and NHS Job Site maintenance.
• Maintain an accurate & up to date asset list.
• Adhere to standards of HR professional practice in handling confidential HR information.
• Assist in the production of HR documentation, including recruitment and induction of new employees; and the processing of staff that leave.
• Ensure Bedoc head office staff personnel files contain accurate and up to date personnel information and stored in the HR drive.
• Legislation Disseminating information provided by HR Advisers to inform SMT of any significant changes to employment law, monitoring the impact of legislation changes that may impact Bedoc (for new and existing employees).
• Employee Relations HR Employee Relation cases. Ensure the process is followed by line managers, provide support in the meetings, take accurate notes for our records and support employees through the process.
• Training provide training to all employees so they can access and use Absence Monitoring system
• Reporting run weekly reports on sickness absence and 12 monthly reports to support with preparation for annual appraisals. Ad hoc reporting for members of SMT as and when required.
• Appraisals: Collate completed appraisals from SMT, and file.

Other

This job description is neither exclusive nor exhaustive and the duties and responsibilities may vary from time to time in the light of changing circumstances and in consultation with the jobholder.

Confidentiality

Attention is drawn to the confidential aspects of this job and your personal responsibility and liability under the Data Protection Act 1998. Matters of a confidential nature, including information relating to patients or staff, must not under any circumstances be divulged to any unauthorised person. Breaches in confidence will result in disciplinary action, which may result in dismissal. In exceptional circumstances this could result in a prosecution for an offence of action for civil damages under the Data Protections Act 1998.

Person Specification

Qualifications

Essential

• Good general standard of education

Experience

Essential

• Previous experience of working in an office enviromenent supporting a team.

Desirable

• Experience of supporting a Board/Council/Primary Care Team

Skills

Essential

• Proficiency in MS Office (Word, Excel, Outlook), excellent organisational skills, strong communication skills (both written and verbal), ability to multitask and prioritise work.

Desirable

• Experience with office management software such as absence management software, book keeping, report writing

Other requirements

Essential

• Eligibility to work in the relevant country, ability to work the
• required hours.
• Practical experience of Microsoft Office Software
• Excellent communication skills (both written and oral)
• Excellent IT skills
• Excellent interpersonal skills, able to build good rapport at all
• levels within an organisation
• Excellent customer service
• Ability to demonstrate organisational skills
• Problem solving skills
• An understanding, acceptance, and adherence to the need for
• strict confidentiality and data protection.
• Performing under pressure
• Adaptability
• Taking the initiative
• Positive, can-do attitude
• Self-motivated
• Flexibility
• Working to protocol/policy/procedure standard

Desirable

• Full UK driving licence

Personal Qualities

Essential

• Strong attention to detail, problem-solving skills, ability to work independently and as part of a team, adaptable and flexible.
• Proactive approach to work, excellent time management, ability to handle confidential information discreetly.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Bedoc

Address

Abbey Fields

Elstow

Bedford

MK42 9GP

Employer's website

https://www.bedoc.co.uk/ (Opens in a new tab)