Administrator

Job description

Job responsibilities

Coordinate corporate meetings, including scheduling, creating agendas and minute taking.

Oversee the annual audit and monitoring program to ensure they are being carried out when due and record compliance.

Support with the completion of Monthly Quality reports, Annual Audit reports and Annual Incident reports.

Record Incidents, Safeguarding referrals, compliments, complaints via TeamNet and file information for audit purposes.

Manage the quality inbox, ensuring that emails are dealt with in a timely manner and filed appropriately.

Collate completed audit documentation; log, analyse and report.

Construct ad hoc newsletters and/or posters for internal circulation

Organise the Calibration of Medical Equipment (Annual)

Log clinical supervision attendance and provide certificates to attendees.

Preparing, organising and storing information in digital form on patient records.

Monitor and action the supplies email account.

To take park in the on-call rota (1 in 4 weeks weekly rate of pay and expenses claimable).

Take ownership of placing orders for consumables/equipment and proactively deliver to our units at RVH, Folkestone, Deal Hospital and Buckland Hospital to ensure our staff have supplies.

Work without supervision & ensure urgent situations are addressed swiftly

Ensure workload is managed & prioritized appropriately

Please be aware that we are not a Surgery, and our work is not applicable to a surgery environment.

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths

Experience

Essential

• Experience working in a service-focused environment, providing professional support within a busy office environment.
• Experience in utilising a full range of general office management knowledge and administrative processes and procedures to include confident use of the telephone and providing a confident approach when interacting with our clinical and office staff
• Experience of working in a team

Desirable

• Experience of working in the NHS/public body or private
• Experience in using EMIS Web an advantage and When I Work or similar is desirable, however, full training will be provided.

Skills and Abilities

Essential

• Customer Service: Able to demonstrate impact and proactive customer relationship building, with the ability to deliver continuous improvement in services whilst achieving professional and personal credibility.
• Manage incoming and outgoing information.
• Handling correspondence and queries on a range of contentious, sensitive, or complex matters.
• Good interpersonal communication skills
• Ability to address sensitive issues in an organised manner.
• Ability to prioritise workload according to urgency.
• Willing to learn new skills.
• Able to follow processes and be confident in creating new ones

Desirable

• Experience ordering and stock control of stationery and clinical consumables supplies/providing support with efficiency program. Training will be provided.
• Experience of patient registration. Training will be provided.
• Experience coordinating corporate meetings, including the creation and circulation of meeting minutes, action logs and agendas.

Other Requiements

Essential

• IT literate and an intermediate working knowledge and computer proficiency of all Microsoft Office packages (e.g., word processing, spreadsheets, database, PowerPoint skill, confident e-mail use and internet use).
• Ability to travel across the service and company sites as required.
• Full Clean Driving License
• Own Car

Personal Qualities

Essential

• Reliable and conscientious
• Able to maintain confidentiality.
• A good team member
• Proactive
• Organised

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

Channel Health Alliance

Address

Channel Health Alliance

1 Maison Dieu Road

Dover

Kent

CT16 1RW

Employer's website

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