Job Description

You will be responsible for the organization and provision of comprehensive administrative support (which includes confidential and highly sensitive clinical information) to members of a multi-disciplinary team, working closely with the management and partner agencies. You will be responsible for printing the safe management of prescriptions and in conjunction with the Team Manager you will be maintaining the condition of the building and its surrounds and organizing necessary repairs when required.
WORKING HOURS: Monday to Wednesday 9am to 5pm, plus you may be required to work occasional evenings or weekends
Your duties will include:

• Receive complex or sensitive information, and passing on information to other staff by prioritization
• Preserve and uphold confidentiality of all client information
• Provide a word processing service to a high standard
• Prescription generation and ensuring controlled drug stationary is stored according to protocol
• Data entry, text processing, storage of data using a computer-based data entry system, with particular emphasis on accuracy
• Support data leads to ensure data is prioritized
• Support staff to enter information on the computer database and ensure staff are aware of what data reporting is required
• Be familiar with the confidential referral system operated by the team. Supervise the operation of the system
• Assist with the day to day managing of the front of house area which includes being stationed on the Reception desk
• Provide callers, other professionals, staff relatives, service users & other agencies with educational information and self-help materials
• Take responsibility for monitoring stocks and re-ordering as required
• Carry out the requisitioning procedure for office equipment, clinical equipment and resource materials. Supervise requisitioning of such items
• Be responsible for receiving incoming post and deal with any items where appropriate
• Provide secretarial support to the team, committees and meetings
• Provide administration duties at meetings. Prepare and take minutes
• Be prepared to assist team members with aspects of their work where appropriate
• Provide a full range of office support systems including photocopying, distribution and ensure that an effective filing system is operational, including regular archiving
• Responsible for the daily line management of a small team of admin volunteers
• Support team manager in providing monthly gas/elec readings, carry out checks, alarm/ fire security drills and collate incident & accident reports when relevant
• Monitor distribution of fobs, personal alarms, keys, ID badges for paid staff/volunteers
• Provide advice or demonstrate own activities or workplace routines to new or less experienced staff
• Commitment to equal opportunities and diversity policies and to the delivery of the annual business plan

Required Knowledge, Skills, and Abilities

• Vocational qualification e.g. NVQ 3 (or equivalent) or good working knowledge of Microsoft packages, including Word, Excel and Access
• Experience in using customized databases
• Proven ability to priorities work requirements
• Ability to demonstrate flexibility and creativity, assisting in developing procedures and work practice policies
• Ability to demonstrate an understanding of diversity
• Ability to adopt a person centered approach when dealing with service users
• Experience of Microsoft office applications
• Experience of using a variety of databases
• Collaborative team working skills
• Organizational abilities with ability to manage an admin office
• Experience of supervising a small team
• Good written and oral communication skills
• Ability to work under pressure and meet deadlines working with high levels of accuracy
• An enhanced DBS check will be expected for this role.