Job Purpose\nTo provide administrative support to the Technical Team, Rehabilitation Managers and other areas of the business, as required.\n\nReporting Lines (See Org Chart)\nTeam â Technical Team\nReports to Technical Operations Manager\n\nKey responsibilities\nWays of Working (WOW)\nâ¢\tAdhere to and support others to adhere to company ways of working. \n\nAdministration and Operations\nâ¢\tRecord field team visits, annual leave and absences on the visit log on a daily basis.\nâ¢\tMake and answer telephone calls and assist with enquiries, field calls to the correct person or take a message.\nâ¢\tProcess incoming postal mail by extracting and distributing personal mail; checking and sorting mail into categories; scanning, collating, naming and uploading documents; updating the database and ensuring the correct storage procedures are followed.\nâ¢\tProcess outgoing postal mail by printing and collating outgoing mail; identifying and using the correct delivery method and postage; operating the franking machine; updating the database and ensuring GDPR process is followed. Take mail and parcels that need to be weighed to the Post Office.\nâ¢\tPrepare and issue appointment confirmation letters and record appointment details on the relevant systems.\nâ¢\tIssue, follow up and save Consent/Authority to Act documents to the database.\nâ¢\tSave Screening Forms, Risk Assessments and other related case documentation to the database.\nâ¢\tMonitor the Team Channel Folders.\nâ¢\tIssue Rehabilitation Plans and general correspondence and follow up on next actions in a timely manner.\nâ¢\tCollate and send dictation files to the typist and issue returned files to the relevant Rehabilitation Manager\nâ¢\tSave reports and emails received from service providers to the database as a priority and alert the Rehabilitation Manager. \nâ¢\tSave treatment reports and medical records received by Rehabilitation Managers to the database.\nâ¢\tSave and log invoices on the database to support the Finance and Information Team.\nâ¢\tPrepare and issue case handover letters to relevant parties.\nâ¢\tIssue case closure letters to relevant parties.\nâ¢\tFollow SLA//Escalation/Tier 2 Compliance procedures and take next actions to ensure these procedures are being followed for the relevant tasks.\nâ¢\tUndertake weekly review of the Disc Box Inventory and arrange for closed case discs to be returned to the relevant party.\nâ¢\tUndertake weekly review of medical records cabinets and arrange appropriate disposal of old records.\nâ¢\tMonitor daily mail storage and arrange appropriate disposal of old documents on a monthly basis.\nâ¢\tChecking and processing daily time records supporting the Finance and Information Team \nâ¢\tAssist Technical Team members with tasks as and when required. \nâ¢\tLearn and develop skills in all aspects of Technical Team Assistant role.\n\nResource Management\nâ¢\tAdhere to Proclaim Careâs billing standards.\nâ¢\tAchieve daily/weekly targets.\nâ¢\tEffectively utilise IT and diary management systems provided.\nâ¢\tEffectively utilise internal resources and tools e.g. WIKI to inform working practices. \nâ¢\tEnsure database is constantly maintained with up-to-date information and all documents are named and logged correctly.\n\nProfessional Integrity and Quality Service Delivery\nâ¢\tRespect the individuality, values, cultural and religious diversity of service users and contribute to the provision of a service sensitive to these needs.\nâ¢\tUnderstand the factors which drive quality in the delivery of Proclaim Careâs services. \nâ¢\tProactively develop relationships with colleagues and external parties, including service users, service providers and customers.\nâ¢\tPrioritise workload and meet company and customer Service Level Agreements (SLAs) and Key Performance Indicators (KPIs).\nâ¢\tParticipate in both formal and informal coaching sessions and mentoring from peers, Line Manager and Leadership Team.\nâ¢\tMaintain awareness of potential clinical risks for service users, advise the Technical Operations Manager of any concerns and take into account Proclaim Group clinical risk management and safeguarding procedures when dealing with service users.\n\nCommercial Awareness\nâ¢\tDemonstrate understanding of the market and context in which Proclaim Care operates.\nâ¢\tUnderstand and apply standard and customer specific instructions.\nâ¢\tParticipate in the development of projects and services, to meet the ongoing needs of our customers and the organisation. You will learn how to work both alone and as part of a team in a busy office environment. You will learn how to use and work with our bespoke software and data bases. You will learn how to manage your work load and help with the office work flow. Information Technology/Information Handling\nâ¢\tUse available IT tools to complete role.\nâ¢\tUnderstand and apply Proclaim Groupâs IT/Information Handling Policy to workstation and work practices.\n\nSkills\nâ¢\tAchieve and maintain required role competencies.\nâ¢\tHighly effective written and verbal communication skills.\nâ¢\tUnderstand and contribute to business strategy.\nâ¢\tAbility to plan and prioritise workload.\nâ¢\tAbility to work independently and demonstrate initiative.\n\nBehaviours\nâ¢\tExhibit professional behaviour of a high ethical standard.\nâ¢\tAct as an ambassador of Proclaim Group at all times, inside and outside the business.\nâ¢\tMake a difference by demonstrating company values and actively applying these to working practices.\nâ¢\tDemonstrate customer awareness and focus.\nâ¢\tEmbrace creativity and innovation.\nâ¢\tRespond positively to change.\nâ¢\tDemonstrate desire and willingness to learn and develop within role.