SENIOR ADMINISTRATOR (SUPERVISOR) – Full time 36.5 hours per week, £21,620 per annum

JOB DESCRIPTION

Main Role

To undertake a range of senior administrative and operational functions in line with the requirements of Healthwatch Hertfordshire. To supervise administrators and participate in the co-ordination of administrative work to provide support and guidance to the organisation.

Position

Based at the Company’s main office base (currently, premises in Hall Grove, Welwyn Garden City).

The Senior Administrator will work to the Operational Manager.

This post is subject to a six month probationary period before the position becomes permanent.

Duties and responsibilities

This job description is intended to indicate the main duties and responsibilities. The post holder will need to be flexible in developing the role in conjunction with the Line Manager and/or the Chief Executive of Healthwatch Hertfordshire. The post holder may be asked to carry out any other duties not covered here but in line with the level of work, and capabilities required.

  1. Assigns work, provides direction to administrative staff and ensures that assigned tasks are completed. Ensures effective and appropriate administrative staff coverage.
  2. Provides day to day operation of the signposting service including taking responsibility for answering calls from patients and the public.

3. Supports the office with effective reception cover.

  1. Monitors the performance of administrative staff. Provides supervision and feedback on their performance.
  2. Advises and trains administrative staff.
  1. Evaluates, develops and recommends office procedures and practices in conjunction with the Operational Manager.
  2. Ensures that approved office policies, practices and procedures are understood and followed.
  3. Collects, researches, organises and summarises data from a variety of sources and produces reports such as the contract management report for the commissioner, progress on the organisations work programme and the operational plan.
  4. Updates the organisation’s website.
  5. Administers the organisation’s information email account.
  6. Performs a variety of secretarial and diary management duties such as drafting and typing routine correspondence, arranging meetings and taking notes.
  1. Maintains spreadsheets and databases to help with the organisation’s operation.
  2. Manages and maintains staff records including holiday, sickness and Disclosure Barring Service forms.
  3. Maintains records around health and safety, premises and risk management.
  4. Performs other related duties.

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The post holder will be a key member of the Healthwatch team, complying with all policies and procedures.The post holder will be encouraged to undertake appropriate learning and development. They will attend and contribute to team meetings and development.

SENIOR ADMINISTRATOR (SUPERVISOR)

PERSON SPECIFICATION

Essential

  • Good interpersonal and communication skills (I)
  • Commitment to team effort, and mutual support (A/I)
  • Ability to work on own initiative (A/I)
  • Excellent organisational skills (E/I)
  • Experience of using office or equivalent systems (A)
  • Ability to input and maintain accurate case studies and statistical information and records (E)
  • Confident in the use of Microsoft office (E)
  • Empathetic towards the public and patients in line with the organisation’s aims, values and objectives (I)
  • Commitment to equal opportunities and promoting diversity (I)
  • Understanding issues of confidentiality and data protection (A)
  • Commitment to development and training (I)

Desirable

  • Willingness to undertake occasional out of hours/weekend work (I)
  • Experience of volunteering or community work (A)
  • An interest in health and social care issues (I)
  • Experience of supervision or management (A)
  • Previous administration experience (A)

Key:

A – Assessed through the application form

I – Assessed at interview

E – Assessed via an exercise