Senior Administrator

Location: Alexander House, 30 Troutbeck Road, Sheffield S7 2QA

Hours of work: full or part time, minimum 22.5 hours per week to be worked between Monday – Sunday (7am – 7pm) on a variable basis

Reports to: Paul Carr, Continuous Improvement Manager

Purpose of the role:

Specific responsibilities

As a Senior Administrator at STEPS, you will provide the first point of contact for STEPS clients, visitors, external organisations and suppliers as well as providing vital administrative support for our service. You will support the Admin and Reception team, ensuring that correct process are carried out and enabling them to deliver excellent standards to Clients, guests and the wider team. You will work as part of a wider inter-disciplinary team with collective responsibility for delivering first-class service in rehabilitative care aligned with STEPS values and behaviours.

Operational & Technical Responsibilities:

• Provide day-to-day support and guidance to the Admin and Reception team, including helping with induction and training.
• Act as the first point of contact for routine admin queries and issues, escalating concerns where needed.
• Help manage workloads and priorities across the team to make sure service needs are covered.
• Support rota planning and annual leave to maintain appropriate reception and admin cover.
• Lead regular team catch-ups and keep communication flowing across the department.
• Act as the main link between the Admin and Reception team and the Continuous Improvement Manager, with daily check-ins on priorities, workload and any issues requiring support.
• Keep the Continuous Improvement Manager updated on service pressures, emerging issues and team support needs.
• Support audits, quality reviews, compliance checks and any follow-up actions.
• Maintain high standards of admin accuracy, record keeping and compliance with organisational policies and procedures.
• Identify practical ways to improve admin processes and support the introduction of new systems and ways of working.
• Help maintain consistent standards of service across the team and escalate risks or concerns promptly.
• To provide a professional, courteous and prompt first point of contact for clients, visiting families, guests and external visitors.
• To be responsible for providing a client-centred reception service which;
• Deals with all enquiries appropriately, referring issues which cannot be resolved immediately by referring to the correct team member
• Maintains appropriate call and action logs
• Ensures that the correct processes are followed for client and guest sign in and sign out, including making sure people are aware of the correct site safety procedures
• Carries out all start and end of day processes for reception
• Ensures that the reception area and the admin office is kept tidy and presentable at all times
• Takes delivery and sign for packages and post
• Takes cash/card payments from clients and team members when necessary
• Books taxis for clients and visitors when requested or agreed by a STEPS team member according to the relevant procedures
• To provide additional administrative support as appropriate, for example;
• Typing up clinical notes as required
• Input client timetables
• Raise Invoices
• Order clinical supplies, stationery and other equipment as requested

Leadership & STEPS Values

• Provide day-to-day support and guidance to the Admin and Reception team, including helping with induction and training.
• Act as the first point of contact for routine admin queries and issues, escalating concerns where needed.
• Help manage workloads and priorities across the team to make sure service needs are covered.
• Support rota planning and annual leave to maintain appropriate reception and admin cover.
• Lead regular team catch-ups and keep communication flowing across the department.
• Act as the main link between the Admin and Reception team and the Continuous Improvement Manager, with daily check-ins on priorities, workload and any issues requiring support.
• Keep the Continuous Improvement Manager updated on service pressures, emerging issues and team support needs.
• Support audits, quality reviews, compliance checks and any follow-up actions.
• Maintain high standards of admin accuracy, record keeping and compliance with organisational policies and procedures.
• Identify practical ways to improve admin processes and support the introduction of new systems and ways of working.
• Help maintain consistent standards of service across the team and escalate risks or concerns promptly.
• To comply with STEPS policies and procedures at all times
• To maintain client confidentiality at all times whilst carrying out duties. To ensure confidentiality of information in respect of records maintained and tasks undertaken
• To effectively communicate using a variety of styles that demonstrates the values and behaviours of STEPS.
• To communicate with people clearly and in a manner and at a level and pace appropriate to their abilities, preferences and beliefs.
• To be respectful of a client’s dignity at all times and develop effective relationships with clients, their families, carers, the interdisciplinary team.

Person specification