Senior Administrator / Office Manager

Profile

Location:
Sheffield
Hours:
Full-time 37 hours per week (Mon-Fri, 9am-5pm)
Salary:
£22,400
Closing date:
18/06/2021
Interview date:
TBC
Brief description
At JS Parker Ltd, we offer brain injury and spinal injury case management, occupational therapy and expert witness services for complex care needs for both adults and children.
Our success depends on our people, our productivity, and our client-centred approach to work. An office administrator is the supportive driving force behind each of these areas, and we’re currently seeking an experienced Senior Administrator to join our team.
Job Summary:
The administration team across JS Parker provides a central point of contact for our clients, their legal representatives or Support Workers, as well as for our staff working across the company. A Senior Administrator is the ‘front of house’ for the office and will be helpful and reliable in offering support to clients or professionals, ensuring they have a positive experience with the business. A professional manner, both verbal and written, is essential for this purpose. This is a busy and sometimes challenging role that would suit a proactive worker with great organisational skills, multitasking and flexibility to handle the unexpected.
The Senior Administrator will support our managers, have an understanding of office management and ensure day-to-day office operations run smoothly. They will have the direct line management of any junior administrators in the Sheffield team and will help manage their workload and provide regular supervisions to assist in their development.
The ideal candidate for the role is a problem-solver with excellent communication skills, accuracy when working with data and a detail-oriented mindset. An understanding of Case Management, or previous experience in a legal or medical background would be ideal. As a CQC (Care Quality Commission) registered company, the accuracy of our client record keeping and compliance is at the core of everything we do, helping to ensure the safety and quality of service for our clients.
This position is based in our Sheffield office, but the JS Parker administration team is comprised of staff from each of our other offices in Manchester, Stocksfield (Northumberland) and Edinburgh. The Sheffield-based Senior Administrators report directly to the Deputy Admin Team Manager for the Sheffield office, and the administration team as a whole is overseen by the Admin Team Manager.
Responsibilities and Duties: Senior Duties
Support the senior managers with daily clerical tasks, such as diary management, meetings and supervisions planning, travel bookings and assistance with workload prioritising
Management of Enquiry and Referral administration system, including professional correspondence with solicitors and referrers
Support with compliments and complaints administration process, ensuring accurate recording on systems and reports
Management of the Client Review administration process and recording of data
Production of monthly stats reports for analysis
Assistance with regular site audits and preparation for any CQC audits or inspections
Support in recruitment, on-boarding and induction of new team members
Provide support to senior management with clinical team fee-earning and target monitoring
Management of Training and Marketing trackers for the team
Attendance and annual leave monitoring and recording
Reporting of monthly expenses for the Sheffield clinical team
Performance, development and appraisal of junior administrators, including absence management and co-ordination of annual leave
Workload management and delegation of projects for junior administrators
General support and training with all admin systems and processes in use
Office management duties to support the Sheffield Deputy Admin Team Manager
Undertaking projects and carrying out developments/updates as and when required
Understanding of Data Protection to ensure guidelines are followed by staff in day-to-day activities
General Administrative Duties
Administrative support to the Case Managers, Occupational Therapists and other JSP staff
Assisting with non-fee-earning and fee-earning tasks, as instructed by the clinical staff
Some shared reception duties, including answering phones, greeting visitors or clients, sorting and distributing incoming post, and dealing with outgoing post and special deliveries if required
Client administration: including maintaining client records, disclosures, archiving and retrieval of files, collating statistics, and scheduling client reviews
Assistance with Support Worker administration: including recruitment set up, new starters set up, DBS management, and maintaining Support Worker HR records
Assistance with Support Worker Covid support: including sending out of weekly test kits, monitoring results and collating figures for management reports
Assistance with Support Worker Payroll: checking and processing timesheets, inputting data to payroll spreadsheets, maintenance of payroll and holiday pay records, dealing with queries from Support Workers or Case Managers, and liaising with the accountants
Liaising with the Quality Team on running compliance audit reports on Core Documentation, client records and Support Worker records for CQC
Minute taking for team meetings, and as and when required by other JSP staff.
IT tasks, including use of all Microsoft Office programs and in-house software, tech support to the clinical team – troubleshooting issues with IT software/hardware and smart phones, etc
General administration duties: such as typing letters, formatting reports, scheduling meetings and meeting rooms, assisting with staff hotdesk bookings, and general upkeep of the office and reception areas
Other duties and tasks, as assigned
Requirements
Skills and Qualifications:
Essential:
GCSEs, or equivalent, in English and Maths (grades A-C / 9-4)
Good written and verbal communication skills, grammar, spelling, style, etc.
Good numeracy skills, accuracy and an eye for detail
Proficient in IT with a good working knowledge of Microsoft Word, Excel and Outlook
Proven work experience as a senior administrator or executive administrative assistant
Strong time management skills and multitasking ability
Reliable and professional - you value honesty and discretion
Desirable:
2 years’ experience in a senior administrative role
Previous line management experience
Previous experience in the Legal or Medico-Legal industry
Experience of working with confidential client documentation
Previous Payroll experience
Strong record-keeping skills
Minute taking experience
If you are interested in working with us, we'd love to hear from you.
Please submit your interest to ****
For an informal discussion about our company and this role please ****.

Company info

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