Administrative Support

Provide support to customer and visitor reception areas, acting as the first point of enquiry and sign posting individuals to relevant information/service. Promote the image of the department, checking that notices and leaflets are up to date and well presented. Ensure that all complaints, compliments, concerns, comments, and suggestions are appropriately recorded, and where possible resolved within the level of role or escalated appropriately. Respond to telephone, email, and written queries on behalf of the service area including call handling where appropriate as agreed with the line manager.

Arrange appointments, meetings, and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available, in conjunction with the line manager where required. Produce minutes as an accurate record of meetings, transcribing and distributing as directed, with supervision as appropriate. Maintain accurate and timely electronic and hard copy information using organisational systems as directed and in line with policies. Support operational staff to access management information, electronic and hard copy.

Collect data to enable managers to monitor budgets and performance in relation to the business support function with the support of the line manager. Collect and prepare information for service area users with the support of the line manager. Maximise the use of electronic systems to enable effective management of the service area such as Microsoft Office and patient record systems. Be compliant with the Data Protection and record management policies and procedures with reference to confidentiality and safeguarding issues.

Be proactive and contribute ideas for improvement in the way the service is delivered. Able to work on own initiative, prioritising work within defined policies and procedures to set timescales. Ensure that all office support services such as post, fax, filing, and photocopying are delivered in a timely manner.

Demonstrate own activities to new or less experienced employees. Process and pass for payment all relevant invoices in a timely manner in accordance with business processes, with the support of the line manager. Support the line manager with banking and remittance services (including petty cash). Monitor stock, such as stationery, and order supplies and equipment as required within the business area.

Undertake research and development as directed.