Administrator

As an Administrator for the Sunderland Stop Smoking Service, you will provide comprehensive administrative and clerical support to ensure the smooth and efficient running of the service. You will manage incoming calls and healthcare referrals, direct enquiries to the appropriate team members, welcome clients to reception and arrange appointments using calendar systems. You will maintain accurate and confidential client records across electronic databases and paper files, process information within required timescales, and prepare correspondence, reports, meeting minutes and other documentation. Working collaboratively with colleagues, Project Leads and Managers, you will monitor workloads and service targets, support the identification of suitable venues in line with service demand and budget requirements, and ensure administrative tasks are completed efficiently. You will use a range of IT systems, including Microsoft Word, Excel and Publisher, follow established processes for allocating and completing work, and provide flexible cover for colleagues during periods of annual leave or sickness, contributing to a professional, responsive and client-focused service.

Take incoming calls for Sunderland Stop Smoking Service 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, 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, word and publisher to exchange information. Use word processing, spreadsheet and in-house database.

Work closely with Project Leads/ Managers 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.)

Welcoming clients into the office reception area and notifying relevant staff of attendance.

Be an experienced administrator used to working in a health and/or community setting or have experience in a customer service environment.

Experienced working with Microsoft Office and health related 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

Desirable: - NVQ 3 level in a relevant subject. RSA Typing III.

Experience

Essential: - Demonstrable experience of administrative and reception duties

Desirable: - Experience of working in administration/reception in Healthcare Services.