Job summary
If you are passionate about providing safe and outstanding care, are personally resilient, experienced in working to tight deadlines and comfortable with a highly regulated environment then we would love to hear from you.
We are seeking an enthusiastic, experienced, and keen to learn candidate to be part of our growing organisation, serving to support staff and patients to deliver high quality care.
We are looking for a full-time Operations Administrator to be based at our premises in Peckham, London. You will work closely with the business management teams to ensure the smooth daily running of the office and support of the Managers.
Main duties of the job
This role will be the face of the organisation as the first point of contact for many queries and as such the ideal candidate will be from an experienced administrative support or customer service background, who can professionally liaise with employees, customers, patients, and other agencies in accordance with service requirements.
The ideal candidate will be able to work autonomously for most of the time but be able to seek advice when necessary. They must demonstrate good teamwork, attention to detail, excellent communication skills and customer service, proficiency in Microsoft applications, highly organised with the ability to prioritise, proactiveness and adaptability.
About us
A strong provider in the NHS ecosystem, DMC Healthcare has played a significant role in service delivery for over 50 years, helping to reduce health inequalities. From being at the sharp end of the patient journey into treatment in primary care, to delivering fast, accurate radiology reporting, consultant-led dermatology and insourced endoscopy services, DMC Healthcare remains committed.
Our TRUST values reinforce that what we do is built on strong teamwork, respect for one another and importantly respect for the patient. We take time to listen and understand everyones needs, were supportive and truly care and whatever we do, we do it together.
DMC takes pride in a diverse workforce, involving a range of talented and knowledgeable experts working together as teams. This includes clinical experts, who constantly strive towards delivering the best patient care, and non-clinical experts and support staff, who revolutionise working methods in the healthcare industry.
Job description
Job responsibilities
Core functions, but not limited to:
- Organise meetings; preparing meeting room/virtual and materials, meet and greet visitors, take and sharing minutes, coffee & lunch arrangements.
- Completing minutes as requested
- Handle order placements, purchasing, secure maintenance and distribution of access fobs, ID cards, merchandise, and other office supplies.
- Enforce a clear desk policy at the Head Office and ensure all office areas comply with health & safety.
- Oversee cleanliness and upkeep of all office rooms, storage cabinets, kitchen & coffee stations, and liaise with cleaning providers where they are contracted to support. Office aesthetics is important.
- Provide customer service as first point of contact on all emails and phone calls.
- Manage organisation-wide mailboxes, and effectively disseminate information or action in a timely manner.
- Manage incoming and outgoing posts and deliveries.
- Act as a 'Health and Safety' representative and conduct regular assessments.
- Address employees administrative queries
- Keep an organised online and on-site filing system, and digital head office management systems.
- Handling post and packages coming in and out of the office, manage courier bookings, liaise with all relevant parties, delivery of post to the local post office, in a timely manner.
- Undertake car management responsibility, monitor and maintain company cars and related accessories to ensure they are kept in a good condition.
- Perform photocopying, filing, scanning and report binding duties as required.
- Liaise with existing and new suppliers for office related requirements.
- Preparing spreadsheets as directed, analysing data, and presenting findings and recommendations.
- Proofreading any documentation as requested, language, grammar, style, etc.
- Print and send out ID badges for new and existing staff.
- Adhoc documentation preparation & collation
- Be a responsible central systems administrator for certain DMC software; new users, access, use, etc.
- Ensure all correspondence comply with Company standards, are well presented and error free
- Make your line manager aware of any problems or possible problems during your shift and in a timely manner.
- Assist in company social and trade events, liaise with relevant parties in booking venues, handle guest lists and travel/accommodation arrangements where necessary. Handle ordering and moving of supplies required for events.
- Assist with booking of travel and accommodation for team members when required.
- Assisting with general ongoing projects or adhoc activities outlined by the Head Office manager.
- Manage Assets as part of our ordering process.
- Flexible to travel to different locations for Business if needed.
- As a representative of the company always adhere to a professional dress code and uphold professional and ethical standards
- Strictly adhere to confidentiality of information
Personal Development
- Attend regular training events or meetings arranged by the Line Manager
- To actively participate and engage in ongoing one-to-one meetings and appraisals with line manager to review development and performance.
- We expect you to effectively manage own time, workload, and resources and propose innovative ways of working.
- To participate in DMC related activities, professional and personal, and to actively get involved.
- Continued personal education and awareness on any information relating to the services and organisation.
Job description
Job responsibilities
Core functions, but not limited to:
- Organise meetings; preparing meeting room/virtual and materials, meet and greet visitors, take and sharing minutes, coffee & lunch arrangements.
- Completing minutes as requested
- Handle order placements, purchasing, secure maintenance and distribution of access fobs, ID cards, merchandise, and other office supplies.
- Enforce a clear desk policy at the Head Office and ensure all office areas comply with health & safety.
- Oversee cleanliness and upkeep of all office rooms, storage cabinets, kitchen & coffee stations, and liaise with cleaning providers where they are contracted to support. Office aesthetics is important.
- Provide customer service as first point of contact on all emails and phone calls.
- Manage organisation-wide mailboxes, and effectively disseminate information or action in a timely manner.
- Manage incoming and outgoing posts and deliveries.
- Act as a 'Health and Safety' representative and conduct regular assessments.
- Address employees administrative queries
- Keep an organised online and on-site filing system, and digital head office management systems.
- Handling post and packages coming in and out of the office, manage courier bookings, liaise with all relevant parties, delivery of post to the local post office, in a timely manner.
- Undertake car management responsibility, monitor and maintain company cars and related accessories to ensure they are kept in a good condition.
- Perform photocopying, filing, scanning and report binding duties as required.
- Liaise with existing and new suppliers for office related requirements.
- Preparing spreadsheets as directed, analysing data, and presenting findings and recommendations.
- Proofreading any documentation as requested, language, grammar, style, etc.
- Print and send out ID badges for new and existing staff.
- Adhoc documentation preparation & collation
- Be a responsible central systems administrator for certain DMC software; new users, access, use, etc.
- Ensure all correspondence comply with Company standards, are well presented and error free
- Make your line manager aware of any problems or possible problems during your shift and in a timely manner.
- Assist in company social and trade events, liaise with relevant parties in booking venues, handle guest lists and travel/accommodation arrangements where necessary. Handle ordering and moving of supplies required for events.
- Assist with booking of travel and accommodation for team members when required.
- Assisting with general ongoing projects or adhoc activities outlined by the Head Office manager.
- Manage Assets as part of our ordering process.
- Flexible to travel to different locations for Business if needed.
- As a representative of the company always adhere to a professional dress code and uphold professional and ethical standards
- Strictly adhere to confidentiality of information
Personal Development
- Attend regular training events or meetings arranged by the Line Manager
- To actively participate and engage in ongoing one-to-one meetings and appraisals with line manager to review development and performance.
- We expect you to effectively manage own time, workload, and resources and propose innovative ways of working.
- To participate in DMC related activities, professional and personal, and to actively get involved.
- Continued personal education and awareness on any information relating to the services and organisation.
Person Specification
Other Requirements
Desirable
Qualifications
Essential
Knowledge and Skills
Essential
- Highly proficient with word-processing software and spreadsheets (e.g., MS Office).
- Experience and knowledge of calendars and scheduling (e.g. Outlook Calendar)
- Excellent phone, email, and instant messaging communication skills
- Excellent interpersonal skills - have a likeable, positive attitude while maintaining professionalism at all times is essential, along with the flexibility to work in a fast-paced environment.
- Good spelling, grammar, and punctuation skills
- Strong attention to detail, analytical mind & ability to work as part of a team and have an organised approach to multi-tasking.
- Confidentiality - Requests from senior individuals may contain sensitive personnel or contractual information that require your support.
Desirable
- Familiarity with current technologies, like desktop sharing and cloud services
Person Specification
Other Requirements
Desirable
Qualifications
Essential
Knowledge and Skills
Essential
- Highly proficient with word-processing software and spreadsheets (e.g., MS Office).
- Experience and knowledge of calendars and scheduling (e.g. Outlook Calendar)
- Excellent phone, email, and instant messaging communication skills
- Excellent interpersonal skills - have a likeable, positive attitude while maintaining professionalism at all times is essential, along with the flexibility to work in a fast-paced environment.
- Good spelling, grammar, and punctuation skills
- Strong attention to detail, analytical mind & ability to work as part of a team and have an organised approach to multi-tasking.
- Confidentiality - Requests from senior individuals may contain sensitive personnel or contractual information that require your support.
Desirable
- Familiarity with current technologies, like desktop sharing and cloud services
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.
