Office Administrator

We are looking for an experienced Office Administrator to support our team with all administrative tasks. Candidates must be familiar with working in a professional office environment.

To perform a wide range of administrative and office support activities for the department and/or managers and supervisors. To assist with all admin tasks which helps case managers to effectively manage individual clients in order to promote their independence and maximise quality of life. Assist with scheduling appointments, gathering and maintaining records, coordination with other parties involved in the client’s case, and general assistance.

Main Job Tasks and Responsibilities

· Answer, screen and transfer phone calls

· Receive and direct visitors

· General clerical duties

· Maintain filing systems

· Handle requests for information and data

· Resolve administrative problems and inquiries

· Prepare written responses to client enquiries

· Manage and prepare correspondence, reports, drafts, memos and emails

· Schedule and coordinate meetings & appointments

· Manage travel arrangements for case managers

· Prepare meeting agendas and schedules

· Record, compile, transcribe and distribute minutes of meetings

· Sort and distribute incoming mail

· Maintain office supplies

· Provide prompt response to phone inquiries, reviewing reports and emails and responding to client’s queries promptly.

· Create new records for clients and updating case notes daily.

· Carry out administrative tasks such as maintaining a variety of files, daily logs & case notes for the service. Assist with the administrative tasks of setting up clients and all relevant paperwork for new referrals, writing letters, chasing up and following up any outstanding client related tasks. Assisting case managers with any administrative tasks that help them to coordinate client’s treatment and rehabilitation. Assisting in with liaison with Case Managers, therapists and treating healthcare professionals and ensure appropriate follow ups are put in place.

·Assist with administrative tasks such as obtaining clients medical / clinic reports or health information from other facilities or providers including hospitals and treating consultants.

· Under direction of the Service Manager, assist with routine client management duties including recruitment of support workers and managing case managers’ diaries and arranging appointments.

The post will require some flexibility and other administrative tasks.