Administration Assistant

Role description

Summary

The post holder will be employed by a voluntary sector organisation within the Hospital & Community Navigation Service (HCNS) partnership. The purpose of the job is to provide an efficient and reliable administration support service to staff. The post-holder will undertake a range of administrative and service support duties

Administration Assistant will:

Input data accurately onto an electronic database
Ensure confidentiality of all paper and electronic records, complying with the HCNS policies.
Prepare Induction folders for the service
Take and circulate minutes at Management meetings and monthly Team Meetings as required
Contact clients/referrers to gain additional information if required
Send out letters to clients/referrers/voluntary sector organisations on behalf of staff within HCNS
Contact clients to arrange/cancel meetings on behalf of HCNS staff
Assist with monthly data cleanse
Collate and manage an archive of case studies ensuring all localities contribute regularly and secure the necessary permissions.
Compile and collect information about local voluntary and community sector organisations and upload to a centrally held file sharing system.
Assist Project support Officers plan and arrange Management and Area Team days meetings as required.
Assist Project Support Officers to book training for HCNS if required.
Ensuring Staff Contact sheet is continually updated as well as internal movements of staff
Organise ID Badges for new members of staff
Update ad hoc project cost tracker spreadsheets supervised by a Project Support Officer
To undertake training as required.
Undertake any other relevant duties as is reasonable, as requested by Project Support Officer

Data

Operate within GDPR and within HCNS and NHS data rules to collect, record and share key information;
Encourage people, their families and carers to provide feedback and share their stories about the impact of social prescribing on their lives;
Support referral agencies to provide appropriate information about the person they are referring;
Provide appropriate feedback to referral agencies about the people they referred;
Work as part of the team to monitor outcomes and seek feedback to continually improve the service.