Admin Coordinator

Job description

Job responsibilities

Communication/Admin Support

Audio/copy typing - this will include correspondence and dealing with highly confidential, potentially sensitive information about service users.

Prepare documents for external and internal distribution where appropriate.

Produce regular routine information and reports under the direction of the SPS Operational Team Managers.

Set up and maintain efficient filing systems, electronic and paper. Manage a bring-forward system for the SPS services to ensure prompt handling of correspondence and enquiries.

Dealing with enquiries to the team and liaising with service users, relatives and professionals from external agencies and the Trust, which includes maintaining a confidential and accurate message system.

Receive, screen and make telephone calls. The post holder will be expected to resolve queries wherever possible, taking messages or redirecting calls as appropriate and ensuring that timely action is taken.

Record and brief the SPS Admin Lead & SPS Operational Team Managers of issues whilst away from the department.

Be responsible for the receipt and recording of incoming mail for SPS services and to sort and distribute as appropriate.

Directing/re-directing outgoing paperwork and electronic mail.

Planning & Time Management

Organise meetings, booking rooms/venues, arranging hospitality etc.

Support SPS meetings and MDT meetings of a significant nature and to be sensitive to the issues under discussion, preparing notes/agendas and taking minutes. Meetings may involve internal and external participants.

Maintain an electronic diary and appointment system for the SPS members of staff as and when necessary.

Assist in the completion and processing of study leave and annual leave applications.

Completion of relevant e-forms on behalf of the SPS Operational Team Managers.

Finance & Resources

Preparing invoices for payment and querying/investigating invoice problems.

Ordering supplies and completing requisitions etc.

Management/Human Resources

Managing key areas of responsibility within the SPS Services, which will include the instruction/direction of other members of staff within these areas of responsibility.

Provide workload management, supervision and appraisal (PDR) of junior staff, including management of early-stage sickness/absence

Maintain a flexible and responsive approach to tasks whilst self-directing workload through careful time management within broad procedural guidelines.

Administration and monitoring of staff sickness. Producing and distributing data to appropriate staff.

Be responsible for the upkeep of the personal files for staff within remit of the SPS services.

Assist in the recruitment and selection of admin staff.

Assist in the induction of new staff.

Information/data gathering for governance & performance purposes, for example and tracking compliance with mandatory training for the Directorate. maintaining

Person Specification

Communication

Essential

• oExcellent communication and interpersonal skills with the ability to remain tolerant, receptive and responsive to people accessing the service
• oExcellent telephone manner.

Desirable

• oAbility to handle direct requests for information/contact from service users.

Workload

Essential

• oAbility to prioritise workload.
• oAbility to manage and generate own workload effectively.

Desirable

• oAbility to adapt to varying demands of the job role.

Team work and Confidentiality

Essential

• oTo be able to work as part of a team
• oResponsible approach to dealing with confidential issues.

Desirable

• oWillingness and ability to work flexibly.

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

Sheffield Health and Social Care NHS Foundation Trust

Address

Fitzwilliam Centre

Fitzwilliam Street

Sheffield

S1 4JP

Employer's website

https://www.shsc.nhs.uk/working-us (Opens in a new tab)