The post will be part of a wider business support function and has a key role in providing secretarial, administrative and organisational support to the WAAS Team of frontline clinicians and managers.
Hours are 22.50 per week worked over 3 days
Monday – Wednesday 09:00 – 17:00 (Half hour for lunch unpaid)
White Horse Business Park / Derby Court/ Epsom Square/ Trowbridge/ BA14 0XG
After successful 3 month probationary period Hybrid Working will be introduced
This post is responsible for
- Maintain effective working relationships with colleagues within the organisation. In particular, work with managers and senior practitioners to ensure that statutory and other timescales for tasks are achieved.
- Advise managers and practitioners at all levels within the service area on queries and issues relating to IT systems, processes and procedures.
- Attend and actively support meetings to represent WAAS Team required as required.
- Maintain effective communication with Service Lead to ensure tasks are prioritised and resourced effectively.
- Ensure high standards of customer service are provided by communicating effectively and appropriately with service users, colleagues, managers and a range of professionals from within and outside of the organisation.
- Excellent telephone skills which may encounter challenging callers or upsetting content.
- Responding and completing daily electronic tasks. Monitoring, sorting and addressing email inboxes on daily basis.
- Processing completed Outcome Forms from Clinics ensuring next step for service user is smart and effectively entered on appropriate database.
- Working with Systm1 Database adding and accessing client records.
- Take notes or minutes at Monthly Team Meeting
- The postholder is required to use his or her personal judgement to escalate or refer issues to colleagues/managers within the guidelines provided by their line manager.
- Deal effectively with routine situations without further escalation (within the guidelines provided).
- Attend statutory and mandatory training as required.
- Maintain a high standard of personal development.
- Participate and contribute to supervision sessions with line manager.
- Attend and contribute to team meetings.
- Support new and existing colleagues as directed by line manager.
- Contribute to the induction and training of new staff as directed by line manager.
The Ideal Candidate
- Good general education e.g GCSEs or equivalent.
Knowledge & Skills
- Computer literate.
- Good working knowledge of Microsoft Office packages including Outlook, Word, Excel.
- Accurate and efficient IT and keyboard skills.
- Effective interpersonal, organisational and communication skills. Ability to communicate clearly with a wide variety of colleagues and service users, both verbally and in writing.
- Ability to work with discretion, sensitivity and maintain confidentiality.
- Good planning and organisational skills and ability to meet deadlines.
- Ability to prioritise and manage workload within a busy environment.
- Ability to work as part of a team.
- Responsive attitude to delegation of tasks.
- Punctual, cheerful, reliable and dependable.
- Minute taking.
- Clerical, administrative experience (minimum 1 year).
Personal Attributes (demonstrable)
- Able to contribute to the changing demands of the service.
- Willing to undertake training relevant to the post
- NVQ level 3 Business Administration or equivalent experience.
- Good knowledge of a wide range of office procedures.
- Ability to support and advise lower banded staff.
- Ability to delegate tasks.
- Clerical, administrative experience (minimum 2 years). Experience within a customer care, healthcare, education or social care setting.
- Knowledge/experience of working within System 1
- Interested/enthusiastic about working within our services.
You will feel valued as an Administrator within HCRG Care Group, receiving access to exclusive rewards and benefits including:
- 20500 pro rata and access to our group pension
- Laptop enabling fantastic flexible working patterns that can help you lead a perfect work/life balance
- MyWellness – a health and lifestyle platform covering mental health awareness and support, healthy recipes & activity challenges and access to our free well-being service available 24/7/365 online and by telephone including; counsellors, post trauma incident support, legal, debt and practical life management helpline, guided self-help, telephonic career coaching and monthly well-being newsletters
- Access to Reward Gateway - our staff benefits scheme which grants you access to premium offers and discounts on practical spending at national supermarkets and well known retailers as well as special treats like Virgin Experience Days and Leisure Vouchers
- We are pleased to offer access to Wagestream -which lets you track your pay throughout the month and stream your earned wages into your bank account if you need them. No more high-interest loans or overdraft fees - simply get paid as you go.
- 25 days holiday plus Bank Holidays.
- Access to a range of courses and e-learning to develop further skills, bespoke career pathways and opportunities continuing your professional development
- Innovative forward-thinking culture with the opportunity to put forward your ideas to contribute to the way we work. You will be encouraged to apply for national funding to drive your initiatives locally to benefit our patients and service users
- Rewarding and supportive teams, you will be recognised and have opportunities to recognise others by nominating for local and national awards annually and taking part in our new virtual “Ask our Executives” event, where you can submit questions to the board and hear updates regularly on company strategy and objectives
- Working in an environment focused on the highest clinical and quality standards with 100% of our rated services considered overall good or outstanding by the Care Quality Commission.
About the Company
We change lives by transforming health and care.
Established in 2006 by our Chief Executive Dr Vivienne McVey and like-minded colleagues, we are one of the UK’s leading independent providers of community health and care services, working with health and care commissioners and communities to transform services with a focus on experience, efficiency and improved outcomes. We deliver and transform adult and children community health services, primary care services including urgent care, sexual health, dermatology and MSK services as well as adult social care and wellbeing services.
From around 500 locations across England, we support communities of many millions and directly help more than half a million people each year – guided by our simple values: we care, we think, we do.
We’re committed to equal opportunities and welcome a broad diversity of talent to apply. We reserve the right to cease any advertising prior to the published closing date for a role that receives a high number of applications.
As a Disability Confident Committed company, we work in partnership with the Department of Work and Pensions (DWP) to provide facilities, work environment adjustments and technical solutions to make our business an inclusive place for all.
HCRG Care Group is committed to safeguarding and protecting the children, young people and vulnerable adults that we work with. As such, all posts are subject to a safer recruitment process, including the disclosure of criminal records and vetting checks. We ensure that we have a range of policies and procedures in place which promote safeguarding and safer working practice across our services.