Administrator

Job overview

ABL Health deliver the Healthy Lifestyles service in Gloucestershire, commissioned by Gloucestershire County Council. This transformative service seeks to work collaboratively with communities to transform the lives of the local population. The service will support residents to help them lose weight, stop smoking, reduce alcohol consumption, get more active and improve their wellbeing - all embedded in sustainable behaviour change. The service will also deliver the Healthy Beginnings programme supporting families and young children and the Healthy Workplace award scheme

Job description

You will provide administrative support to Gloucestershire Service. You will work with the Head of Service and the rest of the team to ensure the smooth running of the office and the administration of the programs to meet targets and deadlines. Responsible for a range of administration, you will be based in our Gloucester office.

Job responsibilities

Role Purpose:

You will provide administrative support to Gloucestershire Service. You will work with the Admin Lead and the rest of the team to ensure the smooth running of the office and the administration of the programs to meet targets and deadlines. Responsible for a range of administration, you will be based in our Gloucester office.

Your key responsibilities will be:

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

Ability and experience of working to own initiative in an administration role.

Take incoming calls, ensuring that calls are transferred to the relevant person/ department and that messages are handled efficiently.

To work within a busy office as part of a team and 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 paper.

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

Book appointments for clients and use appropriate calendar software.

Record client data accurately on the appropriate service database.

To exchange information using IT systems, including Excel and Word. Use word processing, spreadsheet, and in-house database.

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

Work with service leads to source new venues.

Weekly monitoring of workload and service targets.

Dispensing Nicotine Replacement Therapy through postal services

General administration (record keeping, filing, etc.)

Skills and Competencies Required

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

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

Standard Information

Information Governance

Employees of ABL Health must comply with the provisions of GDPR and the Data Protection Act 2018. The postholder must not; either during their employment, or following termination of their employment, disclose any information relating to service users or employees, or of the lawful business practices, of the organisation.

The postholder will be required, when and where appropriate to the role, to comply with the processing of requests under the Freedom of Information Act 2000

The postholder must comply with ABLs policies that protect the information assets of the organization from unauthorized disclosure, modification, destruction, inappropriate access or use. The postholder will be responsible for maintaining the clinical and/or corporate records that fall within the remit of this role to the standards in ABLs records management policies, and data quality processes and standards.

Health & Safety

Compliance with the Health & Safety at Work Act 1974 the postholder is required to fulfil a proactive role in the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses, and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

Safeguarding is Everyones Business

ABL has a responsibility to ensure that all children / young people and adults are adequately safeguarded and protected. Therefore, all ABLs employees, temporary staff and volunteers are required to adhere to ABLs safeguarding policies/procedures in addition to local and national safeguarding policies and to act upon any concerns in accordance with them.

Smoke-Free

ABL is Smoke - Free. Smoking is not permitted on any of our premises or the surrounding land including car parking facilities.

Training

The postholder must attend any training that is identified as mandatory to their role.

The range of duties and responsibilities outlined above are indicative only and are intended to give an overview of the range and type of duties that will be allocated. They are subject to modification in the light of changing service demands and the development requirements of the postholder.

Equality, Diversity & Human Rights

It is the responsibility of every person to act in ways to support equality and diversity and to respect human rights, working within the spirit and detail of legislation including the Equality Act 2010 and the Human Rights Act 1998. ABL is an equal opportunities employer and aims to challenge discrimination, promote equality, and respect human rights.

About the organisation

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.

Person specification

Qualifications

Essential

• Demonstrable experience in a reception/administration role
• GCSE Level in Maths and English or equivalent
• NVQ 2 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.

Desirable

• RSA Typing ll or above
• NVQ 3 level in a relevant subject

Experience

Essential

• Demonstrable experience in an administration role
• Experience of working in a team environment

Desirable

• Experience in minute taking for meetings
• Experience in a health care setting e.g. Community health provider, GP Practice, Hospital

Job Specific Requirements

Essential

• Work flexibly and adapt to suit service need.

Skills and Knowledge

Essential

• Excellent interpersonal skills
• Excellent communication skills including listening, verbal and written
• Excellent telephone manner
• Ability to work under high pressure and in a fast paced environment
• Excellent organisational and time management skills
• Efficient problem solving skills
• Ability to interact with colleagues and other stakeholders politely and courteously
• Excellent IT skills and proficient in all areas of Microsoft Office and Outlook
• Excellent customer care
• Flexibility and adaptability to changing workloads
• Monitor workload and ability to multi-task
• Evidence of accuracy and paying attention to detail in tasks
• Punctuality, reliability and honesty
• Ability to use own initiative and confident to do so in the workplace

Desirable

• Understanding and evidence of adhering to information governance and data protection policies
• Experience with software packages

Supporting documents

• Administrator (DOCX, 303 KB)