Health and Therapy Team Administrator

Job description

Job responsibilities

To provide a comprehensive secretarial service for the Health and Therapy Team, including:

Managing and organising correspondence and reports

Sorting, scanning and archiving records.

Maintaining filing and disposing of confidential material correctly

Diary management including booking appointments, arranging clinics, multi-disciplinary meetings, preparation of agendas and minute taking if required

Receive and escort Health & Therapy related visitors

To answer the telephone and take accurate messages and communicate effectively with young people, other professionals and carers, whilst maintaining strict confidentiality

To provide secretarial and administrative duties to other departments if required

To promote the learning, health, care and wellbeing of the young people by working in collaboration with the health promotion/health team at InFocus Charity

To maintain and input information as appropriate to the health records, fulfilling the requirements of InFocus Charity and in line with current legislation

Ensure that the Managing Information System (MIS) data is updated to a high quality standard

To design, implement and evaluate, in collaboration with others, computerised records

To input and collate data reports tpo support analysis of statistics and trends (eg young people sickness record, drug management audits of clinics).

To use systems to monitor clinics; arrange appointments for young people well in advance, ensuring all relevant information is sent to appropriate stakeholders and outcomes monitored

To design and maintain robust systems for reviewing health related paperwork and to ensure it is in place

To provide secretarial support in developing health and therapy related training packages and workbooks for staff

Person Specification

Qualifications

Essential

• Good general numerical and literacy skills
• Excellent IT skills with a working knowledge of Microsoft Office

Experience

Essential

• Knowledge and experience
• General administrative experience;
• Experience of working with a broad range of people;
• Experience of working with spread sheets
• Able to work using their own initiative
• Skills and ability
• Ability to demonstrate attention to detail and accuracy;
• Adaptable with excellent verbal and written communication skills;
• Polite and helpful telephone manner;
• Ability to handle confidential and sensitive issues in an appropriate manner;
• Ability to prioritise workload and meet deadlines
• Personal qualities
• A willing and flexible attitude;
• Enthusiastic, self motivated and assertive;
• High level of tact, diplomacy and initiate;
• Helpful and friendly manner

Desirable

• These criteria are those that enhance a person's capacity to do the job and are expected to be acquired once in employment.
• Knowledge and experience:
• Knowledge and experience of working in an educational setting, in a similar or relevant role
• Knowledge and experience in using Databridge
• Working with people who have a disability
• Knowledge and experience of working in a health and/or therapy related environment

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

InFocus Charity

Address

Topsham Road

Countess Wear

Exeter

EX2 6HA

Employer's website

https://infocus-charity.org.uk (Opens in a new tab)