Administrator

Role Purpose The role of the Administrator will be to provide administration support for a smoking cessation service. The post holder will be responsible for a range of administration, ensuring the smooth running of the office and the administration of the programmes to meet targets and deadlines set by the funding bodies. Main Duties and responsibilities Take incoming calls for Smokefree County Durham, ensuring that calls are transferred to the relevant person/ department and making sure messages are dealt with efficiently. To work within a busy office as part of a team, sharing work fairly and efficiently and respecting other admin staffs skills and competencies. To provide general clerical and administrative support including word processing, 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 on paper. Manage and deal with incoming healthcare referrals promptly, adhering to company timescales. Book appointments for clients and use appropriate calendar software. Record client data accurately on appropriate service database. To use IT systems, including excel, word and publisher to exchange information. Use word processing, spreadsheet and in-house database. Work closely with Project Leads/ Managers and prepare computerised documents and reports. Work with service leads to source new venues, working in accordance with company budgets and areas of demand. Flexibility to cover colleagues annual leave, sickness etc. Weekly monitoring of workload and service targets. Take meeting minutes, type and distribute as required General administration (record keeping, filing etc.) Welcoming clients into the office reception area and notifying relevant staff of attendance. Skills & Competencies required: Be an experienced administrator used to working in a health and/or community
setting or have experience in a customer service environment. 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
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