Administration Assistant

Purpose of Position

The main role of the Admin Assistant is to provide administrative and clerical support for the Assessment & Referral Team. The team is responsible for the development and continued occupancy of services within the group.

Main Tasks and Responsibilities

1. Receive, sort and distribute incoming mail
2. General administrative tasks, including minute taking and typing minutes of meetings, typing documents, reports and correspondence, photocopying, preparing reports, scanning, faxing, filing etc.
3. To administer the Service User Admission Process, ensuring that all staff contribute to the process and tracking of the effective admission of service users.
4. To maintain and update a list of contacts of professionals who make referrals to services.
5. To track and monitor the number of referrals, admissions and discharges from Careline Services.
6. Electronically archive and manage documents. Maintain office filing and storage systems
7. Assist in the gathering of information and reports from Company sites and transferring to spreadsheets.
8. Update and maintain databases such as contact lists and client information.
9. Ensure office equipment is properly maintained and serviced
10. Perform work related errands as requested such as going to the post office and bank
11. Keep office area clean and tidy.
12. Provide administrative / secretarial support to the Head of Strategic Development & Commissioning, eg typing, filing, dealing with correspondence etc within given timescales.
13. Provide back-up receptionist duties when necessary; answer the telephone, respond to enquiries from clients and visitors and redirect enquiries in a friendly and efficient manner. Welcome all visitors courteously, determine the reason for their visit and check their identity. Notify appropriate staff member regarding visitor’s arrival.
14. Attend mandatory training courses, on or off site, as and when required.
15. Ensure that all information of confidential nature gained in the course of duty is not divulged to third parties.
16. Adhere to all Company policies and procedures within the defined timescales.
17. Carry out any other tasks that may be reasonably assigned to you.

The job description indicates only the main duties and responsibilities of the post. It is not intended as an exhaustive list.