SPA Administrator

Have a key role in providing support across the full range of office and service activities, including the smooth running of the office, reception and front of house duties and administrative support to a range of frontline clinicians & managers. Communication and Working Relationship Skills • Ensure that 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 • Carry out reception duties effectively including answering the telephone, taking accurate messages, greeting visitors, responding to queries • Maintain effective working relationships with colleagues within the organisation • Maintain the quality of own work and support direct reports and colleagues to do the same Analytical and Judgemental Skills • The post holder is required to use their 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) Planning and Organisational Skills • Organise own day to day tasks and responsibilities and prioritise appropriately • Notify line manager of any identified gaps in service provision (e.g. reception cover) • Organise meetings or other events as requested by line manager Responsibility for Patient/Client Care, Treatment and Therapy • Provide non-clinical information (within the Organisations guidelines) to service users, colleagues and other professionals Responsibility for Policy and Service Development Implementation • Contribute to service development by making suggestions and expressing views about how systems and processes can be improved, and with the agreement of the Locality Business Support Manager, put these into effect • Report suggestions made by service users and visitors to line manager • Participate in service development projects/initiatives as requested by line manager Responsibility for Finance, Equipment and Other Resources • Monitor and order stationery and office/clinical supplies (expenditure to be authorised by line manager or Business Support Manager) • Carry out duties in relation to the administration of petty cash on site (e.g. • refunds of travel expenses to service users) in line with the organisations policies and procedures Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management • 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 Responsibility for Information Resources and Administrative Duties • Accurate data input to key IT systems and databases. This will include scanning and attaching documents, creating patient records, updating personal information relating to service users, generating standard letters and discharging cases • Ensure paper and/or electronic systems and kept up to date and accurate • Typing for practitioners, including audio typing if required • Maintenance of filing systems including keeping filing accurate, up to date, archiving and adhering to file retention policies • Photocopying and scanning • Processing incoming and outgoing mail • Operate and maintain a range of statutory, regulatory and corporate business processes and systems as required Responsibility for Research and Development • Participate in audits relating to service area or own work as directed by line manager • Support feedback from service users by complying with the organisations requirements (e.g. Friends & Family Test) • Contribute to the improvement of quality in own service area by reporting and resolving issues and making suggestions for improvement to the Locality Business Support Manager Freedom to Act • Adhere to the organisations policies and procedures • Carry out duties within the guidelines provided by line manager • Prioritise own workload on a day to day basis • Deal with routine matters within the guidelines provided by line manager and escalate non-routine issues to colleagues/managers as appropriate Any Other Specific Tasks Required • Act in ways which support and promote equality, and value diversity in own work • Challenge bias, prejudice and intolerance if appropriate • The post holder is required to work flexibly and provide cover for other Business Support colleagues as required to ensure that service priorities and workloads are maintained • The post holder is required to undertake any additional duties as delegated by their line manager or Business Support Manager Job description Job responsibilities Have a key role in providing support across the full range of office and service activities, including the smooth running of the office, reception and front of house duties and administrative support to a range of frontline clinicians & managers. Communication and Working Relationship Skills • Ensure that 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 • Carry out reception duties effectively including answering the telephone, taking accurate messages, greeting visitors, responding to queries • Maintain effective working relationships with colleagues within the organisation • Maintain the quality of own work and support direct reports and colleagues to do the same Analytical and Judgemental Skills • The post holder is required to use their 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) Planning and Organisational Skills • Organise own day to day tasks and responsibilities and prioritise appropriately • Notify line manager of any identified gaps in service provision (e.g. reception cover) • Organise meetings or other events as requested by line manager Responsibility for Patient/Client Care, Treatment and Therapy • Provide non-clinical information (within the Organisations guidelines) to service users, colleagues and other professionals Responsibility for Policy and Service Development Implementation • Contribute to service development by making suggestions and expressing views about how systems and processes can be improved, and with the agreement of the Locality Business Support Manager, put these into effect • Report suggestions made by service users and visitors to line manager • Participate in service development projects/initiatives as requested by line manager Responsibility for Finance, Equipment and Other Resources • Monitor and order stationery and office/clinical supplies (expenditure to be authorised by line manager or Business Support Manager) • Carry out duties in relation to the administration of petty cash on site (e.g. • refunds of travel expenses to service users) in line with the organisations policies and procedures Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management • 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 Responsibility for Information Resources and Administrative Duties • Accurate data input to key IT systems and databases. This will include scanning and attaching documents, creating patient records, updating personal information relating to service users, generating standard letters and discharging cases • Ensure paper and/or electronic systems and kept up to date and accurate • Typing for practitioners, including audio typing if required • Maintenance of filing systems including keeping filing accurate, up to date, archiving and adhering to file retention policies • Photocopying and scanning • Processing incoming and outgoing mail • Operate and maintain a range of statutory, regulatory and corporate business processes and systems as required Responsibility for Research and Development • Participate in audits relating to service area or own work as directed by line manager • Support feedback from service users by complying with the organisations requirements (e.g. Friends & Family Test) • Contribute to the improvement of quality in own service area by reporting and resolving issues and making suggestions for improvement to the Locality Business Support Manager Freedom to Act • Adhere to the organisations policies and procedures • Carry out duties within the guidelines provided by line manager • Prioritise own workload on a day to day basis • Deal with routine matters within the guidelines provided by line manager and escalate non-routine issues to colleagues/managers as appropriate Any Other Specific Tasks Required • Act in ways which support and promote equality, and value diversity in own work • Challenge bias, prejudice and intolerance if appropriate • The post holder is required to work flexibly and provide cover for other Business Support colleagues as required to ensure that service priorities and workloads are maintained • The post holder is required to undertake any additional duties as delegated by their line manager or Business Support Manager