Job title: Team Administrator
Contract length: 3 months
Location: Maidstone
Pay rate: £12.25 per hour (£23,800 per annum)
Main responsibilities:
Provide administrative support to a variety of disciplines within Health Services, including medical recruitment screening administration, budget administration, maintaining computerised databases, filing and diary system management. The role provides efficient support to clinicians and colleagues in Health Services, ensuring that confidentiality is maintained at all times and updates provided to managers in a timely manner.
- Liaise with the Force Occupational Physician and contracted Occupational Health Advisors and specialist medical contacts e.g. approved medical consultants, Independent Registered Medical Practitioners (IRMP) and Selected Medical Practitioner (SMP) in order to ensure the appropriate escalation and resolution of complex medical cases in a timely and confidential way.
- Arrange the scheduling of Health Service activities including health screening, clinics and medical assessments in a timely manner in order to provide an efficient and effective service to the Force.
- Maintain an understanding of Force and Health Services policies and procedures and occupational health protocols, answering queries directly, or referring to the appropriate Health Services colleague, in order to act as the first point of contact for the Department.
- Prepare reports and respond to correspondence as directed, producing high quality charts, management information and reports appropriate to the target audience for meetings as required, ensuring compliance with legislation and protocol in relation to confidential and/or personally sensitive information.
- Assist with the production, analysis and presentation of the required management information, designing and developing Health Services reports, disseminating to key stakeholders and assisting with updating the Health Services InSite pages, in order to provide comprehensive management information to the force.
- Organise, maintain and monitor Health Services systems, maintaining accurate diary systems, chasing outstanding reports and other correspondence and liaising with other departments as required, implementing actions in a timely fashion in order to ensure that data is accurate, all information can be easily located and retrieved and that documents are stored securely and confidentially at all times.
- Maintaining accurate expenditure records, resolving discrepancies in order to ensure that budgetary limits are not exceeded. This will include ordering and maintaining specialist medical equipment and clinical supplies within stated guidelines, and ensuring that minor premises maintenance matters are addressed in order to support an efficient and effective delivery of Health Services to the Force.
Necessary experience:
- The post holder is required to organise and prioritise his/her own workload and strong organisational skills are therefore required, together with the ability to work under pressure in order to achieve deadlines. Experience of setting up and running a range of administrative systems and procedures is essential.
- As the first point of contact within the department the post holder must have self-confidence, patience, tact and the ability to empathise with staff without becoming personally involved. The role requires composure in order to deal with problems as they arise, often without immediate support.
- The post holder will require strong communication skills, both verbal and written preferably developed within a confidential setting. Fast, accurate audio typing skills and a high standard of grammar and spelling are essential, together with a sound knowledge of medical terminology. The post holder must be competent with a range of Microsoft Office products, including Word, Excel, email and scheduling software.
- A good working knowledge of Force policy and procedure relevant to the role is essential with the ability to provide advice and guidance to managers and employees on policy and its practical application. An understanding of relevant legislation, including data protection principles is essential.
Randstad Business Support is acting as an Employment Business in relation to this vacancy.