Business Support Administrator

Job description

Job responsibilities

Post Details

Job Title

Business Support Administrator

Equivalent AfC Grade

Band 3

Contracted Hours

30

Contract Type

6 months fixed term

Reports to

Business Support Officer

Location

Work from Home/Coalville Offices

About PLC, Our Values and Behaviours

The post holder should be able to demonstrate an alignment to the values of the organisation and to consider how the post contributes to the objectives of the company.

Our Patients

Put patients at the centre of all services.

Make a positive difference for our patients.

Respond to the needs of the local population.

Respect the value of public money.

Our Team

Respect each other.

Trust one another.

Value each others contribution.

Empower our people.

Our Company

Be a trusted company.

Be a caring company.

Be innovative, agile, and adaptive.

Always deliver.

Our Strategic Objectives

LLR PCL is key partner supporting the delivery of healthcare for the NHS in Leicester, Leicestershire, and Rutland. We are a high-performing organisation, meeting and achieving the highest standards of quality and governance, with among the highest levels of staff and patient satisfaction.Our goal is to provide commissioned services that are locally based for patients and designed to enhance, integrated relationships with other providers of care. These other providers come from a number of sources including primary care, secondary care, and the independent sector. Depending on the nature of the service, we also look to work more collaboratively with agencies such as the Local Authorities. We have a commitment to improving healthcare for the people of Leicester, Leicestershire and Rutland with services that are delivered locally.

Job Role

To undertake administration duties, in support of activity across the pillars and teams of PCL, ensuring that administrative support is available as appropriate.

Specifically, the role will provide minute taking and meeting administration, including support to prepare and distribute meeting agendas, taking actions and supporting managers to follow up these actions and making room bookings. The postholder should feel able to raise suggestions about continuous improvements and efficiencies throughout the work that they undertake.

The role will involve administrative support for the companies marketing and communications. There will also be an element of data inputting involved in the role.

Key Result Areas

The below describes the important aspects of the role but is not an exhaustive list. The role will need to adapt as the administration team develops.

To provide a full and efficient administration service to various strands of PCL including dealing with post, the provision of minute taking, preparation and distribution of agenda and meeting papers.

To respond to queries and incoming emails within own mailbox and other shared mailboxes, ensuring prompt attention in a professional and sensitive manner, assessing situations and seeking further information where required.

To ensure patient and staff confidentiality is always maintained.

To manage own workload, seeking advice when required from the Business Support Officer or Executive Manager. Performing routine office procedures including typing of reports, letters, and other documents, opening and distributing correspondence, dealing with outgoing post as and when required, photocopying, scanning and filing.

Using word processing skills, to provide typing support to the team including reports, letters, memorandums, minutes.

To have a thorough working knowledge of electronic systems including E-mail, Word, Excel, PowerPoint.

To provide support to ensure that essential paperwork, templates and polices are kept up to date.

To support with monthly data collection, with support and direction from the Business Support Officers

To support and process room booking requests for the company.

To support with marketing and communications i.e. putting posts on Facebook, LinkedIn with guidance from the Business Support Officer and/or Executive Manager.

To recognise the need for flexibility and be willing to undertake extra duties as and when required that are commensurate with the grade and responsibilities of the post, including providing cover for other admin staff across the company.

Communication

Good communication and personal skills: calm, friendly, and efficient.

To have a positive working relationship within the team and with external stakeholders.

Always act in a professional and responsible manner with customers, service users and colleagues, using appropriate language and communication skills, which acknowledge barriers to understanding, cultural differences and diversity.

Always maintain strict confidentiality of information.

Provides and receives complex or sensitive information.

Planning and organisational skills

Able to demonstrate excellent organisational and time management skills.

Plan and organise information and administrative processes.

Arrange meetings and manage diaries where required.

To be able to manage own workload with due regard to timescales, using own initiative where appropriate.

Be able to reprioritise workloads at short notice.

Risk Assessment

Works with display screen equipment for prolonged periods.

The successful applicant will need to have the ability to travel to different sites.

Person Specification

Qualifications

Essential

• Demonstration of a high level of IT skills.
• Demonstration of RSA 1/2 or equivalent experience.

Experience

Essential

• Demonstration of administration experience in a busy office/team environment.
• Experience of being able to effectively prioritise a varied workload.
• Experience of working effectively in a team to progress the goals of the organisation.

Desirable

• Experience working within the healthcare sector.

Skills

Essential

• Able to communicate clearly and effectively with diverse staff at all levels of the organisation and external stakeholders.
• Able to produce meeting minutes, letters and reports.
• Able to make decisions on the basis of information received e.g. best time for meetings, diary rearrangement etc.
• Use own initiative and manage time effectively.
• Able to demonstrate organisational skills.
• Approachable manner.

Other Requirements

Essential

• Ability to work independently, flexibly and as part of a team.
• Ability to adapt to and change working priorities in line with those needed for the organisation.
• Ability to use modern office software (Word, Excel, PowerPoint)

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

LLR Patient Care Locally Community Interest Company

Address

Office 2 and 3, Coalville Business Centre

Goliath Way

Coalville

Leicestershire

LE67 3FT

Employer's website

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