Job summary
TO APPLY FOR THIS ROLE PLEASE VISIT www.ddrc.org/jobs
Senior
Administrator, DDRC Healthcare
Are you an administrator looking for
a new challenge in the charity / not for profit / healthcare sector? If so,
this could be the post for you.
Hours per week: 37.5
Salary: £26,600
per annum
Working
location: DDRC Healthcare PL6 8BU
The successful applicant will be enthusiastic, adaptable,
and looking for a new challenge. Previous experience in a healthcare or
training environment is desirable but not essential for the right candidate. All
our team are expected to work to our organisational values. There is potential
for the post holder to undertake training as a Hyperbaric Chamber Attendant and
then Operator. The job description for chamber work is available on the DDRC website.
The hours for this position are Monday to Friday 08:00 16:00
Benefits: We offer 26 days annual leave plus bank holidays (rising to 28 days after 5 years, and 30 after 10 years.) We have a pension scheme in place, and private health insurance for employees (after successful completion of the six-month probation period.)
For more information, please contact Ria Brown
on ria.foxbrown@ddrc.org
Main duties of the job
This is a short excerpt of the job description. Download the recruitment pack for more detail:
Assistance
with management of the personnel files and filing system.
Working
with the management team to ensure correct destruction of records in accordance
with GDPR.
Supervision
and responsibility for the reception function.
Management
of the Essential Training Spreadsheet, providing figures for the monthly
management meeting. Contacting staff to ensure they remain in date with
training. Arranging training sessions for staff. Liaising with the HR manager
and the Chamber Co-ordinator at a monthly Essential Training Meeting.
Inputting data onto records and systems used by DDRC.
Ability
to assist with general facilities tasks such as programming of access cards.
Support
the HR Manager with delegated tasks to include recruitment and occupational
health liaison.
Cover
the reception desk, greet customers, patients, and clients in conjunction with
the part time receptionist. Phone calls are taken using 3CX and this is shared
between the team.
Supplementary Role Information:
We
encourage employees to take an active role in the Chamber team. If you believe
you will be able to pass a HSE diving medical, we would be pleased to facilitate
you to complete training (in house) in this supplementary role, initially as a
Chamber Attendant and then Hyperbaric Chamber Operator.
About us
DDRC Healthcare is a UK registered charity (no.279652), established originally in 1980 as the Diving Diseases Research Centre (DDRC). We deliver our services from the purpose built Hyperbaric Medical Centre adjacent to Derriford Hospital, our primary aim is to promote and take part in the medical treatment, training and research associated with the use of hyperbaric oxygen therapy (HBO or HBOT). HBO involves patients breathing 100% oxygen whilst inside a pressurised treatment chamber. We also have two subsidiary companies, DDRC Professional Services and DDRC Medical Services.
We work closely with our colleagues in the Brain Research Imaging Centre and the NHS, and we are a centre of excellence providing Hyperbaric Oxygen Therapy. DDRC Professional Services offers a wide range of training which brings in customers from around the world and DDRC Medical Services provides occupational medicals for the offshore and maritime industries. To learn more about our organisation, please visitwww.ddrc.org
To apply, complete the application form available at www.ddrc.org/jobs/
Application forms to be sent to ria.foxbrown@ddrc.org
Job description
Job responsibilities
Job Purpose and Tasks:
A DDRC Healthcare Senior Administrator will be
flexible to support all teams in the provision of services. Administrators have
front line contact with patients, students and the general public or other
external stakeholders, as well as internal colleagues. The duties and
responsibilities to be undertaken by members of the DDRC Healthcare
administration team may include any or all of the items in the following list,
and any other duties deemed commensurate of this role. This is a Senior Administrator
role and the postholder will be expected to be able to manage their time and
duties, while showing initiative and working to the DDRC values.
Working
with the management team to ensure correct destruction of records in accordance
with GDPR.
Supervision
and responsibility for the reception function.
Management
of the Essential Training Spreadsheet, providing figures for the monthly
management meeting. Contacting staff to ensure they remain in date with
training. Arranging training sessions for staff. Liaising with the HR manager
and the Chamber Co-ordinator at a monthly Essential Training Meeting.
Inputting
HR data onto records and systems used by DDRC.
Ability
to assist with general facilities tasks such as programming of access cards.
Support
the HR Manager with delegated tasks to include recruitment and occupational
health liaison.
Cover
the reception desk, greet customers, patients, and clients in conjunction with
the part time receptionist. Phone calls are taken using 3CX and this is shared
between the team.
Assist
the Operations Director with the management of EBASS certifications.
Assist
staff including senior managers with use of the outlook diary system.
Support
the senior managers with appropriate tasks this might include writing of
reports, organizing diaries, assisting with accommodation.
Assisting
with the writing of quotes for clients.
Typing
/ word processing various documents / electronic information.
Assisting
with social media content under the supervision of the Communications Manager.
Use
the DDRC Medical and Course booking system (ARLO) to input appointments, print
certificates and book clients into those appointments.
Take
minutes at meetings, typing and distributing minutes.
To
work closely with DDRC Professional Services and provide admin assistance when
requested by the HR and Facilities Manager or the Pro Services Manager
including printing of course certificates and email / phone enquiries.
To
present a high-quality image to all visitors and customers providing a high standard
of service welcoming all visitors and customers in a professional, efficient,
and friendly manner.
Computer
data entry/data allocation and collation; processing and recording information
accurately.
Liaise
with departments and communicate relevant information as necessary ensuring
effective and efficient communication throughout departments.
Ensure
office telephone is answered promptly and messages are passed on appropriately.
Respond
to requests from patients, other team members and associated agencies and
providers.
To
provide cover for members of the administration team during periods of sickness
and annual leave. Therefore, the post holder is required to gain a working
knowledge of other administration roles in the Centre.
Filing
and retrieving paperwork (SOPs etc)
Preparation
of letters using copy, audio and digital dictation may be required.
Remain
in date for all mandatory training requirements.
Supplementary Role Information:
We
encourage employees to take an active role in the Chamber team. If you believe
you will be able to pass a HSE diving medical, we would be pleased to facilitate
you to complete training (in house) in this supplementary role, initially as a
Chamber Attendant and then Hyperbaric Chamber Operator. This supplementary role
includes an element of on call working but this would be unlikely to apply
during the first year or so while training is undertaken. If you are completely
new to Hyperbaric Chamber work, we would most likely start this training after
you are fully familiar with the administrator role.
We would still welcome applications from those who do not
wish to or are unable to take on this supplementary role. If you have further questions,
please contact ria.foxbrown@ddrc.org
or download the chamber team job description from the website.
This
role requires an enhanced DBS check.
Responsible for:
Administrative support to all departments and services with
support to the Administration Department generally. To work within the objectives of
the charity.
Key Working
Relationships:
Directors
of DDRC, Administration Team, Medical and Clinical staff in Plymouth, DDRC
Professional Services Team and the Finance Team.
Responsible to:
The
HR Manager
Job description
Job responsibilities
Job Purpose and Tasks:
A DDRC Healthcare Senior Administrator will be
flexible to support all teams in the provision of services. Administrators have
front line contact with patients, students and the general public or other
external stakeholders, as well as internal colleagues. The duties and
responsibilities to be undertaken by members of the DDRC Healthcare
administration team may include any or all of the items in the following list,
and any other duties deemed commensurate of this role. This is a Senior Administrator
role and the postholder will be expected to be able to manage their time and
duties, while showing initiative and working to the DDRC values.
Working
with the management team to ensure correct destruction of records in accordance
with GDPR.
Supervision
and responsibility for the reception function.
Management
of the Essential Training Spreadsheet, providing figures for the monthly
management meeting. Contacting staff to ensure they remain in date with
training. Arranging training sessions for staff. Liaising with the HR manager
and the Chamber Co-ordinator at a monthly Essential Training Meeting.
Inputting
HR data onto records and systems used by DDRC.
Ability
to assist with general facilities tasks such as programming of access cards.
Support
the HR Manager with delegated tasks to include recruitment and occupational
health liaison.
Cover
the reception desk, greet customers, patients, and clients in conjunction with
the part time receptionist. Phone calls are taken using 3CX and this is shared
between the team.
Assist
the Operations Director with the management of EBASS certifications.
Assist
staff including senior managers with use of the outlook diary system.
Support
the senior managers with appropriate tasks this might include writing of
reports, organizing diaries, assisting with accommodation.
Assisting
with the writing of quotes for clients.
Typing
/ word processing various documents / electronic information.
Assisting
with social media content under the supervision of the Communications Manager.
Use
the DDRC Medical and Course booking system (ARLO) to input appointments, print
certificates and book clients into those appointments.
Take
minutes at meetings, typing and distributing minutes.
To
work closely with DDRC Professional Services and provide admin assistance when
requested by the HR and Facilities Manager or the Pro Services Manager
including printing of course certificates and email / phone enquiries.
To
present a high-quality image to all visitors and customers providing a high standard
of service welcoming all visitors and customers in a professional, efficient,
and friendly manner.
Computer
data entry/data allocation and collation; processing and recording information
accurately.
Liaise
with departments and communicate relevant information as necessary ensuring
effective and efficient communication throughout departments.
Ensure
office telephone is answered promptly and messages are passed on appropriately.
Respond
to requests from patients, other team members and associated agencies and
providers.
To
provide cover for members of the administration team during periods of sickness
and annual leave. Therefore, the post holder is required to gain a working
knowledge of other administration roles in the Centre.
Filing
and retrieving paperwork (SOPs etc)
Preparation
of letters using copy, audio and digital dictation may be required.
Remain
in date for all mandatory training requirements.
Supplementary Role Information:
We
encourage employees to take an active role in the Chamber team. If you believe
you will be able to pass a HSE diving medical, we would be pleased to facilitate
you to complete training (in house) in this supplementary role, initially as a
Chamber Attendant and then Hyperbaric Chamber Operator. This supplementary role
includes an element of on call working but this would be unlikely to apply
during the first year or so while training is undertaken. If you are completely
new to Hyperbaric Chamber work, we would most likely start this training after
you are fully familiar with the administrator role.
We would still welcome applications from those who do not
wish to or are unable to take on this supplementary role. If you have further questions,
please contact ria.foxbrown@ddrc.org
or download the chamber team job description from the website.
This
role requires an enhanced DBS check.
Responsible for:
Administrative support to all departments and services with
support to the Administration Department generally. To work within the objectives of
the charity.
Key Working
Relationships:
Directors
of DDRC, Administration Team, Medical and Clinical staff in Plymouth, DDRC
Professional Services Team and the Finance Team.
Responsible to:
The
HR Manager
Person Specification
Qualifications
Essential
- Administrative training or experience
- Qualifications in Maths and English (GCSE or equivalent)
Desirable
- NVQ Level 2 in Business Administration
Experience
Essential
- Excellent knowledge of Microsoft Office to include Word, Excel, Outlook and Access.
- Excellent knowledge of Microsoft Office
- Use of telecoms system such as 3CX
- Knowledge of Data Protection legislation / GDPR
- Excellent customer service and administrative skills.
- Excellent communication skills
- Ability to work collaboratively.
- Ability to learn to use a variety of systems such as booking systems, patient note systems.
- Ability to develop and maintain filing systems electronically and with paper files.
- Excellent time management and personal organisation
- Ability to collate information from a variety of sources for reporting.
Desirable
- Intermediate knowledge of Microsoft Excel
- Knowledge of diary management
Person Specification
Qualifications
Essential
- Administrative training or experience
- Qualifications in Maths and English (GCSE or equivalent)
Desirable
- NVQ Level 2 in Business Administration
Experience
Essential
- Excellent knowledge of Microsoft Office to include Word, Excel, Outlook and Access.
- Excellent knowledge of Microsoft Office
- Use of telecoms system such as 3CX
- Knowledge of Data Protection legislation / GDPR
- Excellent customer service and administrative skills.
- Excellent communication skills
- Ability to work collaboratively.
- Ability to learn to use a variety of systems such as booking systems, patient note systems.
- Ability to develop and maintain filing systems electronically and with paper files.
- Excellent time management and personal organisation
- Ability to collate information from a variety of sources for reporting.
Desirable
- Intermediate knowledge of Microsoft Excel
- Knowledge of diary management
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.
