Administrator - Gateshead, United Kingdom - CareTech Group

CareTech Group

Verified Company

Gateshead, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

The Administrator is responsible for helping to provide an efficient and accessible administration service to support the smooth running and effective management of the establishment.

The Administrator will need to maintain a clear picture of the students and the service provided. The job requires both efficiency and well-developed personal skills.

Key Result areas:

1 To attend for work reliably and punctually.

2 To attend all training as required and take part in a positive manner.

3 To know where Cambian Group policies are kept and to be aware of and follow their contents.

4 To remain vigilant and do everything possible to protect residents and others from abuse of a physical, emotional, sexual, neglectful, financial or institutional nature.

This includes an absolute requirement to report any incident of this nature you witness, hear about or suspect.

5 To ensure that all residents and colleagues have equal opportunities, to acknowledge their individual differences and uphold their rights and responsibilities, including the right not to be discriminated against, as set out in law and by Cambian Group policies.

6 To contribute to making the admin team effective. This involves supporting other members of the team and helping to build positive relationships.

You must be willing to give and receive constructive feedback aimed at developing the quality of relationships and team performance.

7 To plan, organise and carry out your work to meet requirements.

Continually looking for ways to improve your own performance and identifying any training to help will form part of this.

8 To prepare a range of documents. This involves creating documents, producing and distributing mail-merge documents, using corporate formats as required. This also includes photocopying and presenting complex material and dealing with correspondence.

It is likely to include, amongst others, documents related to such matters as budgets, student case reviews and staff recruitment and selection.

9 To enter, find, update and store information in paper-based files so that they are always complete and information can always be easily and quickly found.

12 To communicate effectively with people external to the company. This involves greeting people who visit or call on the phone and dealing with their enquiries efficiently and sensitively.

This may be about routine matters or may involve helping people with problems and concerns, both of which will require a sound knowledge of the work of the establishment.

13 To maintain stock levels and issue stock on request using the required procedure.

14 To deal with mail as per the procedure set out for the establishment, maintaining the appropriate levels of confidentiality.

This includes receiving, sorting and distributing incoming mail promptly and, preparing and dispatching mail at the appropriate time at the end of each day.

15 To ensure that all paper-based and computerised information processes are set up and maintained to provide the most efficient and effective administrative system possible with the resources available.

This must include information relating to the referral, administration, progress and transfer of students as well as a system for managing all personnel information and processes which enables the leadership team and the HR department to meet statutory, management and analytical requirements.

16 To prepare draft reports, which may be of a complex or highly confidential nature, as directed by the Head and to ensure that all reports, correspondence and routine information processed by the Admin office are produced to a high standard within agreed timescales.

17 To ensure that all residents referrals are tracked to enable as smooth a process as possible, maintaining up to date records of each referral and the outcome.

18 To organise and support meetings and events, which may be on or off site.

This involves ensuring that necessary arrangements are made for travel, accommodation, venues, catering, and room preparation, provision of equipment and materials and communication with delegates.

In the context of meetings it may also involve chairing or providing agendas and accurate minutes, within required time frames, as necessary.

19 To contribute to effective communications by:
a) actively seeking information from your supervisor and by checking log books, noticeboards, diaries and pigeon hole daily, and attending meetings as required;
b) keeping other admin staff informed, giving out information in a clear, legible, objective and professional manner, in a variety of ways, using the appropriate level of confidentiality; and by

c) Ensuring internal communication systems provide the most effective processed possible for information to be shared easily and understandably by staff from all departments in all parts of the establishment.

20 To ensure that Administrative practices conform to the requirements of the Data Protection Act

21 To carry out, as and when r