Admin Support Officer, Smokefree Bristol
Smokefree Bristol team are looking to recruit a competent and proactive person to support an existing team of Stop Smoking Advisors. The advisors are key team players working closely with the admin staff to improve the quality of life and wellbeing of the local population with a specific focus on smoking.
The Role
We wish to recruit an admin support officer to join our established and dedicated team. The candidate we seek would be confident and approachable, experienced in handling data, managing referrals, as well as social media channels and telephone inquiries from health professionals, stakeholders, and wider service users. We are willing to train an individual without experience if they meet essential criteria and are enthusiastic about the work.
The post is advertised as a full-time position with 40 hours per week, Monday to Friday. Main duties include handling incoming calls, dealing with inbound referrals, supporting stop smoking advisors to deliver face-to-face and virtual sessions. The post holder will also be responsible for administrative tasks associated with the project and preparing weekly and monthly data reports to support key performance indicators and targets.
Main duties of the job
Required Skills/Qualifications
* Monitor the secure email inbox to address and action referrals and general enquiries, processing referrals timely and effectively within timescales
* Contact referrals to triage appropriately and book them into relevant clinics with an advisor
* Respond to phone calls, voicemails, and call backs as appropriate
* Pay attention to detail when inputting and maintaining database systems
* Request and process invoices for timely payments
* Provide daily administrative support to the Service Coordinator and Stop Smoking advisors
* Offer support, information, and advice to service users and health professionals where necessary
* Identify clinical queries from callers, reviewing urgency, and seeking guidance to respond appropriately
* Ensure complaints are sensitively handled and raised for action
* Collate and store service user feedback, case studies, and comments
* Work with the team to create and schedule content for social media platforms
* Assist with organising internal and external conferences and training days, including registration and resource preparation
* Order service leaflets, handbooks, and other promotional materials as needed
* Support the production of dashboards, reports, and data for reviews and reporting to stakeholders
* Manage and monitor device calibration, PAT testing, and maintenance as necessary
* Support development, monitoring, and maintenance of quality standards and office practices, including data protection
* Develop and maintain manual and digital filing systems; keep clinic rotas up to date
* Explain the principles of Stop Smoking to callers and potential service users to inform their engagement decisions
* Motivate and empower clients to make behavioural changes during initial consultations
* Attend team meetings and training to ensure personal development and best practice
* Contribute to promotional events
* Maintain assets such as phones, laptops, and other equipment
* Support health and safety record-keeping and risk assessments
About us
Smokefree Bristol
We are a small, well-established, friendly team committed to high-quality, non-judgemental, and empathetic patient care. We welcome applicants who share these values.
Benefits include: Contributory Nest Pension Scheme, Employee Assistance Programme (EAP), funded health plans, Cycle to Work scheme, and increasing annual leave with service length.
Job responsibilities
Solutions4Health is offering a full-time, permanent Admin Support Officer role in Bristol, with a salary of £24,500 to £27,000 depending on experience.
Role Summary
Join our community stop smoking service, supporting individuals on their journey to quit smoking. You will be the first point of contact for service users, stakeholders, and partners, coordinating appointments, managing data, and supporting Stop Smoking Advisors.
The role requires high organisation, excellent communication, IT literacy, local knowledge, and a positive customer service approach. Full training will be provided.
Required Skills/Qualifications
* Monitor email inbox and process referrals and enquiries efficiently
* Triaging referrals and booking into clinics
* Responding to calls and voicemails
* Database input and maintenance
* Processing invoices
* Providing administrative support
* Supporting service users and professionals
* Handling clinical queries with guidance
* Managing complaints and feedback
* Creating social media content
* Organising events and training
* Ordering promotional materials
* Supporting data reports and dashboards
* Monitoring device maintenance
* Supporting quality standards and data protection
* Maintaining filing systems and clinic rotas
* Explaining smoking cessation principles
* Motivating clients
* Attending training and team meetings
About Us
Solutions4Health is an innovative company committed to tackling health inequalities, providing outcome-focused public health services. Successful applicants will undergo a DBS check. Applicants must be eligible to work in the UK; we do not sponsor work permits. We are an equal opportunity employer and support reasonable adjustments.
We offer employee wellbeing benefits such as an Employee Assistance Programme, funded health plans, Cycle to Work scheme, and increasing annual leave.
If you think you are suitable for this role, please apply now!
Person Specification
Education and Qualification
* GCSE Mathematics and English
* A certified NCSCT Smoking Cessation Practitioner is desirable
Knowledge and Skills
* Understanding of smoking's health impact
* Knowledge of Bristol's local area
* Understanding of health inequalities
Experience
* IT skills and data input experience
* Experience in administrative roles or office settings
* Ability to respect diverse cultural backgrounds
* Building rapport with various people
Other
* Full Clean Driving Licence (no more than 3 points)
Disclosure and Barring Service Check
This role is subject to a DBS check. Applicants must be eligible to work in the UK, with no sponsorship provided. We encourage applications from all backgrounds and are a disability confident employer. Reasonable adjustments available upon request.
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