The postholder's main role will be to provide administration support for the Wellbeing Hubs. The post holder will be responsible for a range of administration tasks, ensuring the smooth running of the office and the administration of programmes and databases to meet targets and deadlines set by the funding bodies while also supporting with the collating and updating of data spreadsheets to ensure the service is meeting deadlines set by the relevant commissioning bodies.
Main duties of the job
As part of the Nottinghamshire Wellbeing Hubs service, the successful candidate will provide professional and efficient administrative support to ensure the smooth running of the service. Key responsibilities include handling incoming calls and referrals, booking appointments, maintaining confidential records and databases, and supporting the practitioner team by managing schedules and data input accurately and on time. The role also involves preparing reports, monitoring service targets, supporting stock and resource management, and contributing to a positive, inclusive team culture. Strong organisational, communication, and IT skills are essential, along with the flexibility to support colleagues and adapt to service needs.
About us
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.
Job responsibilities
The post holder will be responsible for a range of administration tasks, ensuring the smooth running of the office and the administration of programmes and databases to meet targets and deadlines set by the funding bodies while also supporting with the collating and updating of data spreadsheets to ensure the service is meeting deadlines set by the relevant commissioning bodies.
Main Tasks:
* Take incoming calls for the Nottinghamshire Wellbeing Hubs service, ensuring that calls are transferred to the relevant person/department and making sure messages are dealt with efficiently.
* Work within a busy office as part of a team, sharing work fairly and efficiently and respecting other admin staff's skills and competencies. Provide general clerical and administrative support including word processing and filing routine correspondence. Follow established systems for allocation and completion of work.
* Provide professional administration services to clients and stakeholders whilst recognising boundaries of role to ensure all clinical enquiries are managed by the practitioner team in a timely manner.
* 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 to support practitioner allocation.
* Process a large number of referrals within set time scales with accurate and consistent data input.
* Communicate schedules with stakeholders.
* Exhibit excellent time management and organisational skills to effectively keep on top of bookings and data.
* Record client data accurately on appropriate service database.
* Foster a solution-focused approach to ensure quality and continuity.
* Use IT systems, including Excel, Word, and Publisher to exchange information. Utilize word processing, spreadsheet, and in-house database.
* Work closely with Head of Service/Managers and prepare computerised documents and reports, including finance and annual leave spreadsheets.
* Routinely collate and update data spreadsheets and feed this back to the service lead.
* Work closely with Service Lead and Business Data lead to feedback accurate data information to submit to commissioning bodies.
* Provide flexibility to cover colleagues' annual leave, sickness, etc.
* Weekly monitoring of workload and service targets.
* Take meeting minutes, type and distribute as required.
* Complete weekly office fire safety checks.
* Promote an inclusive, positive culture within Be U Notts and across ABL Health.
Communication
* Be able to communicate and engage with children and young people, colleagues, and stakeholders appropriate to individual needs.
* Promote a mutually respectful working environment, nurturing a positive team culture.
Person Specification
Qualifications
* NVQ 2 level in a relevant subject or equivalent level of qualification OR significant equivalent previous proven experience.
* GCSE, O Level or equivalent in Mathematics and English Language - level C and above.
* NVQ 3 level in a relevant subject.
* RSA Typing III.
Experience
* Demonstrable experience of administrative and reception duties.
* Experience of using MS Outlook or other to manage multiple electronic diaries.
* Office and Personal Organisational Skills.
* Clear understanding and experience of Confidentiality and Information Governance.
* Experience of Manual Record Keeping including archiving.
* Experience of producing draft letter templates.
* Experience of working in administration/reception in Healthcare Services.
#J-18808-Ljbffr