Federated Services Administrator

Job description

Job responsibilities

MAIN DUTIES AND RESPONSIBILITIES

Use a variety of software packages (including Excel, MS Office/Word and PowerPoint) to manage data and produce documents and presentations

Provide day to day support to the operations of services

Providing diary support to the Federated Services Team

Providing meeting support to a range of business meetings, including setting of agendas, dissemination of papers, minute taking and managing attendance

Organising events & meetings

Managing internal and external room bookings and conferencing facilities

Liaising with key external individuals who may be attending meeting / presenting information.

Ordering stationery and equipment.

Maintaining company records.

Supporting the Federated Services Team with key aspects of workload and responding to information requests and updates as necessary.

Travel across the city to support business requirements is expected in this role

This is not intended to be an exhaustive list but a guide to the key areas of the role

Confidentiality

In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, staff and other healthcare workers. All such information from any source is to be regarded as strictly confidential.

Information relating to patients, carers, colleagues, other healthcare workers or the business of the Alliance may only be divulged to authorized persons in accordance with the Alliances policies and procedures relating to confidentiality, and the protection of personal and sensitive data.

Health & Safety

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Alliances Health & Safety Policy to include:

Identifying the risk involved in work activities and undertaking such activities in a way that manages those risks.

Ensuring that all accidents or dangerous accidents are reported and investigated and follow up action taken where necessary.

Equality and Diversity

The post-holder will support the quality, diversity and rights of patients, carers and colleagues to include:

Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with current legislation.

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.

Behaving in a manner which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings, priorities and rights.

Quality

The post-holder will strive to maintain quality within the Alliance, and will:

Alert other team members to issues of quality and risk.

Assess own performance and take accountability for own actions, either directly or under supervision.

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhanced the teams performance.

Work effectively with individuals in other agencies to meet patients needs.

Effectively manage own time, workload and resources.

Communication

The post-holder should recognize the importance of effective communication within the team and will strive to:

Communicate effectively with other team members.

Communicate effectively with patients and carers.

Recognise peoples needs for alternative methods of communication and respond accordingly.

Person Specification

Qualifications

Essential

• GCSE or equivalent in Mathematics and English.
• Trained and proficient in the use of Microsoft Word, Excel, PowerPoint, Outlook and other Microsoft Office applications.

Desirable

• Training in the requirements of GDPR.

Motivation and Skills

Essential

• Can demonstrate the ability to prioritise and work to deadlines.
• Ability to work effectively and collaboratively within a team and on own initiative.
• Can demonstrate excellent communication, organisational and problem-solving skills.
• Ability to manage a variety of competing priorities and meet deadlines
• Ability to be flexible and adapt to changing and challenging circumstances

Experience

Essential

• Proven experience of working in an office environment.
• Demonstrable and strong experience of administrative work and managing a busy workload.
• Ability to take accurate notes and record minutes.
• Experience of handling confidential information.
• Proven Experience of problem Solving.
• Ability to handle telephone queries and understand when to involve others.
• Record and process messages accurately.

Other

Essential

• Full, valid driving licence and use of own car, also demonstrable business insurance use valid policy.

Employer details

Employer name

Sunderland GP Alliance

Address

North East BIC

Wearfield

Sunderland

Tyne and Wear

SR5 2TA

Employer's website

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