Senior Business Support Assistance

An exciting opportunity has arisen to join a multidisciplinary team within the Enhanced Drug Treatment Service. The post holder will provide secretarial and administrative support to all staff based within the service. They will be responsible for organising and developing office systems and will act as a central point of contact for patients and health and social care staff. The post holder will ensure that the single point of access for patients operates effectively, managing referrals and enquiries as they arise. They will also supervise the day‑to‑day administration of the service, ensuring its smooth running and efficiency. The role includes projecting a positive and professional image of the team and, when required, acting with tact and diplomacy in the absence of direct supervision.

This post is based within a service that operates seven days a week. Weekend working will be part of this role.

General

• Provide confidential secretarial and administrative support to the Team.
• Manage and maintain the Team’s administrative systems.
• Act as the first point of contact for the manager and team members.

Communications

• Ensure the single point of access phone line is covered according to the rota.
• Manage mail processes, including opening, logging, allocating, and tracking correspondence and referrals.
• Handle telephone enquiries and referrals, offering alternative referral options when criteria are not met.
• Respond to face‑to‑face and telephone enquiries, redirecting or passing on accurate messages as needed.

Production of Material

• Produce typed documents including letters, reports, data, and presentations.
• Gather and collate information for reports and returns for the Team Leader.
• Prepare typed letters and reports as required.

Meetings

• Arrange routine and ad hoc team meetings.
• Ensure the Team Leader/Operational Manager receives all necessary meeting papers on time.
• Attend team meetings, take minutes or action notes, and contribute suggestions for improving systems.

Records/Systems Management

• Maintain and update clinical and correspondence filing systems, including electronic databases.
• Input data and produce monthly and ad hoc reports.
• Maintain staff attendance, absence, leave, and sickness records, and prepare returns for payroll.
• Record staff training and process study leave forms.
• Manage stationery and equipment supplies, raising purchase orders as required.
• Maintain local procedures, protocols, and the Team diary.

Staff Responsibilities

• Monitor compliance with the Lone Working policy and alert the Team Leader to any issues.
• Supervise administrative staff, support training, provide cross‑cover, and assist with staff induction.
• Ensure health and safety within the work area and undertake assigned responsibilities (e.g., fire warden, VDU assessor).

Complaints/Feedback

• Provide information on NHS complaints and feedback processes.
• Respond to straightforward enquiries or refer to clinical staff/managers.
• Assist individuals in recording complaints or feedback when needed.

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