Senior Administrative Assistant - Adult Operations

Location - Remote Working and once a week in the Office at Chichester 

Hourly Rate - £10.60 

Full Time - Interim Position

Reference - 7860928

Background

You will be working closely with senior managers who are responsible for delivering social care services to a range of adult customers across West Sussex. The work will be fast paced and varied, with unpredictable demands. You will be exposed to confidential and highly sensitive information and will be expected to work within relevant legislative and policy frameworks.
The work environment is friendly and supportive and the post holder will be a valued and integral part of the team, as they deliver services to the vulnerable customers and implement improvement programmes.

Responsibilities

• Administration for various multi-agency panels, which may include sensitive, confidential and distressing information (book meetings, invite attendees, manage the referrals, obtain updates, draft agenda, book time slots, take notes, circulate minutes and papers).
• Administration for various internal management meetings (book meetings, invite attendees, draft agenda, take notes, circulate minutes and papers).
• Administration for various customer-based meetings i.e. safeguarding, emergency home closures, Covid planning (book meetings, invite attendees, draft agenda, take notes, circulate minutes and papers).
• Diary management and professional support for Assistant Director and other senior managers (book events and 1:1 supervision sessions, manage attendence lists, book refreshments, car parking spaces, draft letters, liaise with internal and external staff to ensure most efficient use of time, maintain leave spreadsheets).
• Set up and manage specific email boxes and SharePoint sites.
• Manage low level recruitment activity (meet and greet, arrange interviews).
• Set up orders and approvers on Matrix, raise Purchase Orders, pay invoices, order IT equipment and stationery as needed, booking training.
• Type supervision notes and other documents, upload documents to Mosaic and add case notes based on agreed wording. Drafting (based on agreed wording), typing and sending letters.
• Photocopying and printing documents.
• Compiling folders for LGO or HCPC investigation responses, and other general record keeping.
• Meeting and greeting guests and professionals, taking phone calls and messages.

Key Skills

• Able to organise and manage self in order to meet deadlines, be self-aware and able to respond constructively to situations, balancing competing demands and recognising when to seek help appropriately.
• To take responsibility for own performance and to be proactive in relation to own work and professional development.
• Ability to work in partnership with colleagues and a variety of internal and external partners in order to deliver the most effective service.
• Ability to communicate clearly and effectively in both written and oral format, including the ability to negotiate and influence others in order to secure desired outcomes.
• Ability to provide guidance and advice to all enquiries in a timely manner.
• Taking ownership of enquiries and providing proactive feedback on progress and outcomes ensuring contacts are escalated if appropriate.
• Highly accurate IT and keyboard skills, including Word, Excel and PowerPoint and be adept and proactive at picking up new technologies quickly.
• Effective and proactive diary management, (re)prioritisation and booking of meetings, events etc, liaison with colleagues, partners, and customers to manage expectations effectively and provide a positive interaction with/for the Assistant Director(s) and Directorate.

Qualifications and Experience

• GSCE English and Maths, or equivalent qualification or experience demonstrating that level of literacy and numeracy.
• A recognised qualification in office skills or administration, or a business related subject at level 2 or 3 of the national qualifications framework or have acquired equivalent experience within the workplace.
• Experience of providing a professional administration / business support service, advice and/or guidance to others.
• Experience of forming effective working relationships.
• Experience of inputting data and using databases.
• Experience of working in a fast paced, innovative work environment, whilst remaining calm.
• Good, up-to-date working practices.
• Experience of working in a health or social care environment.
• Experience of handling sensitive, highly confidential and sometimes distressing, customer related information.
• Experience of working with spreadsheets, IT systems, note taking, invoices and payment systems.
• Experience of working in environments where confidentiality and GDPR practices are of the utmost importance.

If you are interested in this role, please call 020 3641 9193 for further details or email your CV to apply@instajobsuk.com