Administrator

This is a varied, challenging, and rewarding role working under the line management of the Single Point of Access Administration Lead, supporting the ongoing implementation, delivery, and development of the service. Key responsibilities include managing incoming calls through the Nottinghamshire Single Point of Access, directing enquiries appropriately, and ensuring messages are handled efficiently. You will provide high-quality administrative support within a busy team environment, including clerical duties, correspondence, filing, appointment scheduling, and maintaining accurate client records across databases and paper files. The role also involves processing healthcare referrals promptly within agreed timescales, recording client data accurately, producing reports and documents, and using IT systems such as Excel, Word, and in-house databases effectively. You will work closely with service leads to source suitable venues in line with budgets and demand, monitor workloads and service targets, take and distribute meeting minutes, and provide general administrative support as required. In addition, you will support behaviour change initiatives by engaging with clients, coordinate Nicotine Replacement Therapy (NRT) requests for smoking cessation practitioners, and carry out regular stock audits and temperature checks to ensure safe storage and compliance.

You will provide administration support for the Nottinghamshire IWS service for adults and families across Nottinghamshire.

You will be responsible for a range of administration, ensuring the smooth running of the office and the administration of the programmes to meet targets and deadlines set by the SPOA lead.

Your key responsibilities will be

Providing a range of administration duties for the service including patient and health professional letters, patient database updates, appointment bookings, taking telephone queries, liaising with health professionals and colleagues.

You will be working as part of a large and friendly team of varied professions across the County of Nottinghamshire, and you will be part of the Single Point of Access team which is responsible for all administration duties for the service including referrals into the service via electronic database, telephone, website, text and email.

Duties and Responsibilities

This post will work under the line management of the Single Point of Access Administration Lead. The role will be varied, challenging, and rewarding as you support and develop the service through implementation, delivery and ongoing innovation and service development.

Key responsibilities will be

Take incoming calls through the Nottinghamshire based Single Point of Access, ensuring that calls are transferred to the relevant person/ department and making sure messages are dealt with efficiently.

To work within a busy office as part of a team, sharing work fairly and efficiently and respecting other admin staffs skills and competencies. To provide general clerical and administrative support including word processing and filing routine correspondence. To follow established systems for allocation and completion of work.

Providing professional administration services to clients and identifying specific needs.

Manage and maintain confidential patient files on a database and on paper.

Manage and deal with incoming healthcare referrals promptly, adhering to company timescales.

Book appointments for clients and use appropriate calendar software.

Record client data accurately on appropriate service database.

To use IT systems, including excel and word to exchange information. Use word processing, spreadsheet and in-house database.

Work closely with Single point of Access Lead and prepare computerised documents and reports.

Work with service leads to source new venues, working in accordance with company budgets and areas of demand.

Flexibility to cover colleagues annual leave, sickness etc.

Weekly monitoring of workload and service targets.

Take meeting minutes, type and distribute as required

General administration (record keeping, filing etc.)

Be able to encourage and assess client`s readiness for specific behaviour change

Organise Nicotine Replacement Therapy (NRT) safely and promptly as required by smoking cessation practitioners

Auditing and stock check of NRT products monthly alongside daily temperature checks of storage cupboards.

Skills and Competencies Required

Be an experienced administrator use to working in a health and/or community setting

Experienced working with Microsoft Office and database systems

Positive and proactive working at pace with multiple tasks

Adept in communication; positive and welcoming communication style with all patients, health professionals and colleagues

Build strong relationships; good team player happy to work as part of a team and work independently on own tasks

Quality driven; you naturally seek high standards and actively seek to improve them.

Value and remain open to new ideas and perspectives.

Please note that we are unable to offer sponsorship for this role

ABL is an exciting fast-paced, growing community health organisation. As an experienced, CQC registered, provider of community health services, we are passionate about delivering evidence based, innovative, effective and relevant health care services in partnership with individuals, communities and stakeholders.

Qualifications

Experience