Job summary
We have an exciting opportunity within Nottingham CityCares MOSAIC (Musculoskeletal,
Orthopaedic, Spinal, pain and Integrated Chronic fatigue syndrome) Service for a full time Administration Supervisor to join our team. We are looking for an experienced administration
supervisor who can thrive under pressure and take pride in leading a dynamic
and professional admin team.
The MOSAIC Service
takes delight in developing our staff, and as a band 3 Administrator, you will
have the perfect opportunity to develop your career within a large, innovative,
and friendly team that consists of experienced administrators,
physiotherapists, Advanced Practitioners, Occupational Therapists and
Rehabilitation Exercise Practitioners. As you join our team, not only will you
have the guidance and supervision from our experienced staff, but you will also
be able to develop your leadership skills within our service.
To thrive in this position,
you will need to be able to evidence a high level of organisation, team
co-ordination, administration, as well as, facilitating and monitoring complex
admin service processes using your strong leadership and communication skills.
Main duties of the job
The successful candidate must
be confident in demonstrating your experiencing skills including and not
excluding to:
Organising, facilitating and assisting with leading
Admin Team meetings.
Assisting the Admin Team leader.
Supervisions within the admin team
Waiting list management.
Working under pressure, meeting deadlines and
managing interruptions.
Delegating tasks to administrators
and allocating duties.
About us
We are a provider of NHS
Community Health Services, CityCare exists to support the health and wellbeing
of all local people, working alongside other health and care partners to
achieve this. We are a value driven, people business with a passion for excellence.
Our vision and social purpose is to make a difference everyday to the health
& wellbeing of our communities and our values of kindness, respect, trust
and honesty lie at the heart of everything we do, guiding how we work together
with partners and each other to consistently deliver high quality compassionate
care. As a social enterprise we aim to add social value by investing in the
future of our local communities and helping to make a difference in peoples
lives.
CityCare value the benefits of a diverse and inclusive
workforce. We encourage applications from candidates who identify as disabled,
LGBT+ or from a Black, Asian or Minority Ethnic (BAME) background, as they are
currently under-represented within our organisation.
CityCare is an equal opportunities employer. We are positive
about employing people with disabilities. If you require your application in a
different format please contact Human Resources on 0115 8839418. CityCare is
committed to the protection of vulnerable adults and children.
Job description
Job responsibilities
Job Purpose
To provide clerical/ administrative support for the day to day administration for Mosaic Service.
Work effectively as part of a busy administration team.
Dimensions
Ensure team are aware of own role and any new information for cover arrangements or support
To actively participate in CityCare mandatory training and team specific training
Key Responsibilities
- To provide full clerical/ administrative support to the Team on a day to day basis
- To have a good working knowledge and experience of Microsoft Office in particular Microsoft Word to produce letters and other word processed documents to a high standard and knowledge of Microsoft Access and Excel for developing in house databases / spreadsheets and Outlook for diary management / e-mails
- To have accurate keyboard skills and attention to detail when using SystmOne
- To appraise, supervise and manage less experienced members administrators using appropriate documentation.
- To be responsible for answering and fielding telephone calls appropriately from a wide variety of sources where there may be barriers to understanding. To record telephone messages in writing and act promptly if urgent responses are needed
- To accurately collate and input data and produce statistics as and when required
- To maintain diaries, make appointments, arrange meetings etc. as and when required
- To take minutes/ notes of meetings as and when required, including preparation and distribution of agenda and minutes
- To undertake general office procedures including photocopying, faxing, filing and the distribution of mail
- To implement and update office systems/procedures as required, in collaboration with the team
- To provide full administration support for the recruitment process being the vital link between Team Managers, Candidates and HR
- To work effectively as part of a team to provide cover for other administration staff when required and to be flexible regarding working hours to meet the needs of the service.
- To accurately record and maintain systems for staff sickness, absence and annual leave
- To order stock and non-stock equipment via the on-line systems and to maintain stock levels of stationary
- To be customer focused on behalf of the service and ensure that the reception people are given is welcoming and helpful
- To maintain strict confidentiality in all aspects of work in line with policies and the Data Protection Act
- To plan / organise work using own initiative within set departmental parameters
- To undertake any additional duties as appropriate and delegated by the Admin Team Manager and deputy and Service Team Managers
Job description
Job responsibilities
Job Purpose
To provide clerical/ administrative support for the day to day administration for Mosaic Service.
Work effectively as part of a busy administration team.
Dimensions
Ensure team are aware of own role and any new information for cover arrangements or support
To actively participate in CityCare mandatory training and team specific training
Key Responsibilities
- To provide full clerical/ administrative support to the Team on a day to day basis
- To have a good working knowledge and experience of Microsoft Office in particular Microsoft Word to produce letters and other word processed documents to a high standard and knowledge of Microsoft Access and Excel for developing in house databases / spreadsheets and Outlook for diary management / e-mails
- To have accurate keyboard skills and attention to detail when using SystmOne
- To appraise, supervise and manage less experienced members administrators using appropriate documentation.
- To be responsible for answering and fielding telephone calls appropriately from a wide variety of sources where there may be barriers to understanding. To record telephone messages in writing and act promptly if urgent responses are needed
- To accurately collate and input data and produce statistics as and when required
- To maintain diaries, make appointments, arrange meetings etc. as and when required
- To take minutes/ notes of meetings as and when required, including preparation and distribution of agenda and minutes
- To undertake general office procedures including photocopying, faxing, filing and the distribution of mail
- To implement and update office systems/procedures as required, in collaboration with the team
- To provide full administration support for the recruitment process being the vital link between Team Managers, Candidates and HR
- To work effectively as part of a team to provide cover for other administration staff when required and to be flexible regarding working hours to meet the needs of the service.
- To accurately record and maintain systems for staff sickness, absence and annual leave
- To order stock and non-stock equipment via the on-line systems and to maintain stock levels of stationary
- To be customer focused on behalf of the service and ensure that the reception people are given is welcoming and helpful
- To maintain strict confidentiality in all aspects of work in line with policies and the Data Protection Act
- To plan / organise work using own initiative within set departmental parameters
- To undertake any additional duties as appropriate and delegated by the Admin Team Manager and deputy and Service Team Managers
Person Specification
Qualifications
Essential
- Good working knowledge of Microsoft Office to include Outlook/ Word, Access and Excel.
- Experience of effectively using Systm One
Desirable
- ECDL/MOST qualification.
- Customer Service Skills
Experience
Essential
- Proven administrative experience.
- Experience of dealing with sensitive/ confidential information.
- Excellent communication skills and customer service experience with a variety of people.
- Experience in managing own workload to meet deadlines where appropriate.
- Experience of supervising and appraising less experienced members of staff
Desirable
- Experience of working in a health or social care environment.
- Experience of working autonomously in previous roles.
Skills & Attributes
Essential
- Understanding of confidentiality/ Data Protection.
- Excellent communication skills both written and verbal.
- Minute taking skills.
- Ability to prioritise workload and manage time effectively
- Demonstrating excellent organisational skills.
- Ability to work effectively & reliably as part of a team.
- Ability to use initiative, problem solving and decision making skills.
- Adaptable to change within the workplace
- Demonstrates a positive and can do attitude with a willingness to learn & develop.
Special Requirements
Essential
- Ability to be flexible over hours worked within contracted hours to meet the needs of the service
- Full driving licence and the ability to travel between locations.
Person Specification
Qualifications
Essential
- Good working knowledge of Microsoft Office to include Outlook/ Word, Access and Excel.
- Experience of effectively using Systm One
Desirable
- ECDL/MOST qualification.
- Customer Service Skills
Experience
Essential
- Proven administrative experience.
- Experience of dealing with sensitive/ confidential information.
- Excellent communication skills and customer service experience with a variety of people.
- Experience in managing own workload to meet deadlines where appropriate.
- Experience of supervising and appraising less experienced members of staff
Desirable
- Experience of working in a health or social care environment.
- Experience of working autonomously in previous roles.
Skills & Attributes
Essential
- Understanding of confidentiality/ Data Protection.
- Excellent communication skills both written and verbal.
- Minute taking skills.
- Ability to prioritise workload and manage time effectively
- Demonstrating excellent organisational skills.
- Ability to work effectively & reliably as part of a team.
- Ability to use initiative, problem solving and decision making skills.
- Adaptable to change within the workplace
- Demonstrates a positive and can do attitude with a willingness to learn & develop.
Special Requirements
Essential
- Ability to be flexible over hours worked within contracted hours to meet the needs of the service
- Full driving licence and the ability to travel between locations.
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.
