Job Purpose
The post holder's main duties will be to provide administration support for our smoking cessation services. The post holder will be responsible for a range of administration, ensuring the smooth running of the office and the administration of the programmes to meet targets and deadlines set internally by ABL.
Duties and Responsibilities
* Take incoming calls for a number of our Stop Smoking Services, ensuring that calls are transferred to the relevant person/department and making sure messages are dealt with efficiently.
* Work within a busy office as part of a team, sharing work fairly and efficiently and respecting other admin staff's skills and competencies.
* Provide general clerical and administrative support including word processing, filing routine correspondence.
* Follow established systems for allocation and completion of work.
* Provide professional administration services to clients and identify specific needs.
* Manage and maintain confidential patient files on a database and on paper.
* Manage and deal with incoming healthcare referrals promptly, adhering to company timescales.
* Book appointments for clients and use appropriate calendar software.
* Record client data accurately on the appropriate service database.
* Use IT systems, including Excel, Word and Publisher to exchange information.
* Use word processing, spreadsheet and in-house database.
* Work closely with Project Leads/Managers and prepare computerised documents and reports.
* Work with service leads to source new venues, working in accordance with company budgets and areas of demand.
* Flexibility to cover colleagues' annual leave, sickness etc.
* Weekly monitoring of workload and service targets.
* Take meeting minutes, type and distribute as required.
* General administration (record keeping, filing etc.).
* Welcoming clients into the office reception area and notifying relevant staff of attendance.
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