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Title:  Administrator

Req ID:  14266
Category:  General Administration
City:  LONDON
State:  LND
Postal Code:  E1 1BB
Description: 

 

 

Organisation Structure

 

General Manager

Administrator

Organization Chart

 

JOB PURPOSE                

< >To provide secretarial services to the General Manager and administrative and clerical support to meet the requirements of the company. 

 

COMMUNICATION & WORKING RELATIONSHIPS

 

Internal to Synergy:

General Manager

Production Manager

Deputy Production Manager’s

Quality

Employees of the company

 

External:

Visitors through reception and liaison with suppliers

Health Service and Health Service staff and representatives

 

DUTIES AND RESPONSIBILITIES

< >Reception duties – answering telephone calls and dealing with customers.General administration, filing photocopying, faxing and opening mail.Word processing of correspondence using various IT packages.Assisting with the general running of the office.Ordering and maintenance of stationery to agreed levels.General finance administration including the raising of cheques, filing and recording of invoices and raising of purchase orders.Keeping and maintaining records on external repair of instruments.Assisting the Deputy Production Manager (Training) with regard to acquiring, storing, processing and retrieving information in relation to staff and providing administrative support.Assisting the Deputy Production Manager (Training) with the processing of applications for employment including involvement with advertising, short listing, setting up interviews and corresponding with successful and unsuccessful candidates.Ensuring that records of all unsuccessful short listed candidates are kept for a period of 6 months and maintaining a job interview assessment form for each of the applicants.Assist with production and design of employment advertisements for the press and local job centres.Process time sheets sickness/absence annual leave/holiday requests.Processing of information for Job Descriptions, Contracts of Employment and updating/issuing of Handbooks to staff as required by the Deputy Production Manager (Training).To arrange meetings, conference and any internal or external events.  To ensure catering arrangements and equipment bookings are in place.To undertake any other duties or tasks as reasonably required.AND SAFETY/RISK MANAGEMENT

 

The jobholder will comply with the Health and Safety At Work Act 1974 and other supplementary legislation and is required to take reasonable care to avoid injury during the course of work and co-operate with the Trust’s and Company’s Health and Safety policy and statutory regulations. 

To use in a proper safe manner the equipment and facilities provided.

To refrain from wilful misuse of, or interference with, anything provided in the interest of health and safety and any action, which might endanger yourself and others.

To report as soon as practical accidents, hazards and untoward incidents and to ensure that accident forms are completed.

EQUALITY AND DIVERSITY

 

The jobholder must co-operate with all policies and procedures designed to ensure equality of employment.  Co-workers, customers and visitors must be treated equally irrespective of gender, ethnic origin, age, disability, sexual orientation, religion etc.

 

CONTINUOUS PROFESSIONAL DEVELOPMENT

 

The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority.  The jobholder will undertake all mandatory training required for the role.

 

RESPECT FOR PATIENT CONFIDENTIALITY

 

The jobholder should respect patient confidentiality at all times and not divulge patient information unless sanctioned by the requirements of the role.

 

SPECIAL WORKING CONDITIONS

 

Physical Effort

< >There is a frequent requirement of sitting and standing in a restricted position for several long periods of time, ie whilst undertaking typing duties.Mental Effort                                                             

 

< >To be able to maintain concentration where the work pattern is predictable for example, maintaining high standards of accuracy.  

 

Emotional Effort

< >Exposure to distressing or emotional circumstances is rare. 

 

Working Conditions

< >There is a frequent requirement to use a VDU. 

 

 

Personnel Specification

 

Job Title     Administrator

 

Employer    Synergy Health (UK) Limited, Decontamination Services Division

 

Location     Decontamination Services Units

 

Factor

Essential Criteria

Additional/Useful

Qualifications

Educated to a good general standard with demonstrable verbal and numerical abilities.

 

Training

Demonstrate evidence of continuing professional development and training.

 

RSA Typing III or equivalent experience.

 

ECDL or equivalent IT qualification.

Shorthand qualification.

Experience

Previous experience in a secretarial/administrative role.

 

Knowledge & Skills

Ability to carry out instructions accurately.

 

Ability to follow procedures.

 

Excellent IT skills and knowledge of MS Word, MS Excel and Powerpoint.

 

Awareness of HR policies and procedures.

 

Excellent organisational skills and time management skills.

 

Excellent communication skills and customer care skills.

 

Personal Qualities

Ability to:

 

Work in a team environment.

 

Adopt a flexible approach to work.

 

Work in partnership.

 

Work under pressure to deadlines.

 

Pay attention to detail.

 

Produce high standards/quality work.

 

Other Requirements

Must be willing to work flexible hours if the need arises.

 

Able to fulfil Occupational Health requirements for the post including clearance of blood borne viruses in compliance with Company/customer policy.

 

 

Position Summary

Duties

Duties - cont'd

Education Degree

Required Experience

n/a

Req ID:  14266
Category:  General Administration
City:  LONDON
State:  LND
Postal Code:  E1 1BB


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