Operations Administrator

POST DETAILS

Post Title: Operations Administrator

Directorate: Operations & Logistics

Work Base: Salisbury: Head Office

Reports to: Head of Operations

Salary: from £25,000 pa

JOB PURPOSE

Working within the Operations Team, the post holder will play a key role in supporting delivery of an effective and competent level of administration, consistently ensuring a client focused service which promotes good customer service and effective working relationships. The post-holder should have excellent data inputting skills and a good level of ICT skills.

The post holder should demonstrate strong administration skills and an awareness of the electronic tools and systems that are available.

The post holder will oversee the accurate and timely inputting and maintenance of data on several software systems together with the associated correspondence, ensuring standard operating procedures are applied within the team.

The post holder may be required to support the coordination and scheduling of care staff, ensuring that planned support is arranged accurately, efficiently and in accordance with operational requirements. This will include liaising with care staff, managers and relevant colleagues to help maintain safe and effective service delivery, responding appropriately to changes in staffing availability, client requirements and day-to-day operational priorities.

DIMENSIONS

Budget Responsibility (£)

Maintains petty cash

Orders stationery/supplies

Supports effective scheduling and staffing allocation to maintain appropriate staffing levels and ensure rotas are planned in the most efficient and cost-effective way for the organisation.

Staff and Responsibilities (Headcount)

None required

Decision Making Discretion

Contributes to development/improvement of office procedures.

Working Relationships and Influences

Operations, Care Management, commissioning team members, ICB’s and local authorities, Hospital Trusts, care staff and Members of the public

Environmental Factors

Working conditions will be office based, or in patient areas requiring the use of display screen equipment. There may be occasional exposure to indirect emotional circumstances.

POST SPECIFIC, TASKS AND OBJECTIVES

• Provide specialist administration support and advice to the team.

• Act as a point of contact for the department, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others where appropriate.

• Ensure effective and timely collation and preparation of relevant documentation in support of information, quality standards and performance as directed by the Operations team.

• Ensure IT systems are maintained with all relevant information relating to the provision of care for an individual.

• Ensure operational data is recorded in accordance with agreed processes.

• Working within established policies, procedures, protocols and systems to ensure confidentiality of information, quality standards and performance as directed by the Operations team.

• Ensure that all complaints, comments and suggestions are dealt with appropriately in accordance with policy, resolving where possible and escalating to the line manager when appropriate, acting as a first line of support to the team.

• Able to work under own initiative and unsupervised within defined policies and procedures and to set timescales.

• Have a flexible and adaptable approach to work in order to meet various and often changing deadlines.

• Inputting, monitoring and printing reports from computerised systems.

• Build and maintain good relationships across the business and stakeholders.

• Understanding professional and personal role in relation to safeguarding processes and procedures across our Local Authority Partners.

• Working with colleagues to ensure a quality service is delivered at all times to individuals.

• Understand the importance of efficiency, effectiveness and best value in all working practices.

• The post holder will be responsible for ensuring their mandatory training is up-to-date

• The job description and person specification are an outline of the task, responsibilities and outcomes of the role. The post holder will carry out any other duties as may reasonably be required by their line manager. The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and organisation

EQUALITY & DIVERSITY

Red Jacket Specialist Care Ltd. is committed to developing, supporting and sustaining a diverse workforce, representative of the community it serves, through the creation of a work environment where staff are able to do their jobs to the best of their abilities without having to face discrimination or harassment. All employees have a responsibility to ensure that they understand the standards expected and that they promote and adhere to the policies and measures adopted by Red Jacket Specialist Care Ltd.

CONFIDENTIALITY AND DATA PROTECTION

Confidential and personal information related to staff, patients and Red Jacket must not be disclosed within or outside the place of work, except in the proper discharge of duties. It is the responsibility of all staff to be aware of their obligations in respect of the Data Protection Act 1998, as outlined in Red Jacket’s Policy and Procedure.

VULNERABLE ADULTS, CHILDREN & YOUNG PEOPLE

All members of staff have a duty to safeguard and promote the welfare of vulnerable adults, children and young people in all relevant areas of their work. This will include timely attendance at relevant training events and compliance with the Bournemouth, Dorset and Poole Inter-Agency Safeguarding Procedures.

Criteria

Desirable

Person SpecificationQualifications

Essential:

• Educated to NVQ Level 3 in a relevant subject, or equivalent level of qualification, or significant previous proven experience in a relevant subject.
• 5 GCSEs at Grade C or above, or equivalent, including Maths and English.
• Evidence of continued professional development.

Knowledge, Training and Experience

Essential:

• Working knowledge of Microsoft packages, including Word and Excel.
• Proven history of working towards deadlines and responding to changing demands.
• Knowledge and understanding of confidentiality and data protection.
• Experience in an administrative role.
• Experience maintaining accurate records and databases.
• Experience handling confidential information appropriately.
• Experience working in a fast-paced environment and managing multiple priorities.
• Understanding of customer service principles.
• Ability to produce accurate reports and maintain records.

Desirable:

• Previous experience in the health and social care sector.
• Experience using care management or rostering systems.

Skills, Capabilities and Attributes

Essential:

• Awareness of equality and diversity, and valuing diversity principles.
• Problem-solving skills.
• Ability to work effectively as part of a team and independently without supervision.
• Clear communicator with good writing, data entry and telephone skills.
• Able to work independently, prioritising and organising own workload to meet deadlines.
• Professional and approachable manner.
• Reliable, trustworthy and dependable.
• Flexible and adaptable to changing priorities.
• Empathetic and respectful when dealing with service users, families and care staff.