administrative assistant Norwich, England
Job description
Responsibilities 1. Co-ordinate administration activity for the Care team, maintaining effective office systems including developing and managing databases, supporting audit activities, managing correspondence, photocopying, filing and managing electronic diaries and bookings. 2. Take minutes and provide administrative support for meetings including the Locality Multi-Professional and Quality and Safety Group meetings.
3. Train and supervise administrative staff and reception volunteers and volunteer driver schedules. 4. Ensure the hospice reception is staffed as required to provide the first point of contact for visitors, appropriately addressing or referring queries arising.
5. Liaise with external professionals and the families who use EACH service, to request and verify information as required. 6. Process new referrals uploading the documentation to the electronic care records system (SystmOne) for weekly Central Panel discussion.
7. Input information and run quarterly care activity reports from SystmOne for the Operational Performance Report. 8. Act as a SystmOne Sponsor by setting up new users, unlocking, recertifying and cancelling SystmOne cards, using the online Care Identity Service.
9. Process incoming MHRA Alerts and distribute them, as directed by the Care Manager. 10. Ensure the paper care records are managed and archived in line with EACH policy.
11. Provide new starters with induction packs, ensure they are set up and train them on the IT systems 12. Maintain the stationery stock and order as required. 13.
Process monthly petty cash reconciliation receipts and spreadsheet for sending to the Finance Dept. 14. Link with finance and local commissioners finance to produce statuary funding costing and agreements as directed by Service Manager.
