Senior Administrator

Job summary We are recruiting for an experienced full time Senior Administrator to join the Hospices Administration Team.
Main duties of the job As Senior Administrator, you will support the Administration Team Leader in ensuring the smooth and effective running of the administrative operations.Duties will include: maintaining patient recordshandling daily incoming correspondenceorganising and coordinating meetingsminute taking Due to the nature of the role the postholder will uphold the values of compassion in all interactions, whether with patients, families, supporters, partner agencies, or internal colleagues.
The role involves attentively listening to needs and concerns and responding in a collaborative and empathetic manner.
Our ideal candidate will: have previous experience of working in a busy office environmentbe highly organised and capable of prioritising their workloadbe an effective communicatorbe able to work as part of a multidisciplinary team What we can offer you in return: Generous annual leave entitlement of up to 41 daysAttractive pension schemesExtensive employee discountsTraining and development opportunities This role is full time, hours per week, 5 days over 7.
This advert may be closed early or extended due to the number of applications that are received.
About us Our mission is to provide excellent care and support to those living with life-limiting illness and to the people they care about, to enrich their lives and to contribute to the ongoing development of end-of-life care.
We do this by placing our patients at the centre of everything we do, and through involving patients and their families in all decisions regarding their care.We can only achieve this with the help of our amazing colleagues, by developing and recognising their contribution, and by sharing our knowledge and skills through education, audit and research.We do not have sponsorship status and therefore all our offers are made conditional upon our candidates submitting evidence of their right to work in the UK in conjunction with our other pre-employment checks.
Job description Job responsibilities The Senior Administrator supports the Administration Team Leader in ensuring smooth and effective administrative operations, upholding service standards, and offering extensive support to departments and staff to promote overall efficiency.Additionally, the Senior Administrator is dedicated to customer service, ensuring high standards of care and responsiveness in interactions with patients, staff, and other key stakeholders.Main duties and responsibilitiesAdministrative Support Maintain filing and archive systems, disposing of archived records and documentation in accordance with Hospice policy, while ensuring the confidentiality and security of these documents.
Maintain patient records, updating databases and systems for effective team communication.
Book hospital transport / interpreters for service users, as required.
Take responsibility for handling incoming correspondence daily, distributing and taking appropriate action as needed, and ensuring urgent items are promptly brought to a team member's attention.
Handle outgoing mail, including preparing and franking items for collection, and manage franking machine operations.
Organise and coordinate meetings, including booking rooms, arranging refreshments, and ensuring necessary equipment and presentations are prepared.
Manage electronic appointment diaries and support the production and timely distribution of meeting agendas and papers.
Take and distribute meeting minutes and handle any necessary administrative follow-up tasks.
Liaise with the ICT team to manage photocopier supplies and coordinate with the photocopier supplier in the event of a breakdown.
Order office stationery, goods, and equipment and ensure stock levels are maintained as agreed, ensuring POs and finance compliance.
Support with the co-ordination of rotas as required.
Provide cover for absent team members as directed by the Administration Team Leader, assist with workloads as necessary, and perform other duties as required, in line with the grade of the post and service demands.
Ensure effective governance by maintaining up-to-date records, adhering to organisational policies and procedures, and supporting compliance with regulatory requirements.Regularly review and update documentation to reflect changes in governance standards and practices and assist in preparing reports and audits to ensure transparency and accountability.Customer Service Act as the primary point of contact for patients, carers and healthcare teams, providing appropriate responses and directing enquiries as needed.
Greet and assist internal and external visitors, ensuring a welcoming and efficient reception.
Receive complex and demanding information and deal with distressing situations in a sympathetic, calm, and supportive manner.
Escalating issues to appropriate services or health care professionals where appropriate.
Ensure excellent customer service by offering a professional and efficient telephone and email service.
Take accurate messages, provide information, and direct queries appropriately.
Handle telephone enquiries, referring clinical matters to the relevant person, while maintaining accuracy, confidentiality, and professionalism.
Provide front-line reception duties as required, delivering a high standard of customer care.Supervision Provide operational support to colleagues, and supervision of junior staff and volunteers within the team, if required, as directed by the Administration Team Leader.
Provide training and development for junior staff and volunteers.
Offering support to new and/or less experienced staff as needed.
Where applicable, take part in the recruitment and selection of administrative staff, and contribute to inductions of new employees in partnership with the WELD team.IT Support the monitoring and validation of data related to key performance indicators and targets, ensuring thorough quality checks to meet performance standards and operational criteria.
Maintain high-quality data management by updating the Hospices patient information system.
This involves recording patient transactions, documenting admission and discharge details, and keeping patient demographic information accurate and current.
Person Specification Experience Essential Previous experience of working in a busy office environment in an administrative function Note-taking skills Experience in managing and maintaining office systems Experience of working with medical records filing systems Good organisational and planning skills Excellent keyboard skills Problem solving skills using own judgement and initiative Desirable Knowledge and understanding of medical and/or specialised terminology Previous experience in a healthcare setting Experience in ordering stock Communication Essential Ability to communicate effectively at all levels within the Hospice and externally, both written and verbal Ability to communicate sensitively with patients, carers and staff about their health needs Ability to work effectively in a multi-disciplinary team Desirable N/A Qualifications Essential Functional Skills Level 2 in Maths and English or O Level/ GCSE in Maths and English at grade C or above Desirable Word-processing skills at Level 3 (OCR/RSA) Level 3 or equivalent qualification(s) in relevant subjects NVQ Level 3 in Business Personal Essential Ability to work under pressure and handle conflicting demands efficiently and in a professional manner Self-motivated with the ability to motivate others Ability to work on own initiative and work as part of a team Flexible and adaptable to meet the changing needs of the service Ability to deal with complaints or difficult / emotive situations, as they arise taking appropriate action and knowing when to escalate Ability to prioritise and process information according to urgency Committed to continual quality and service improvement Self-aware and committed to continual personal development Attention to detail Desirable N/A IT Essential Digitally literate Knowledge of Microsoft applications (Word, Excel, PowerPoint, Outlook) Demonstrate knowledge of inputting and retrieving data accurately Desirable Previous experience of electronic patient information systems