Administrative Assistant

1.          JOB PURPOSE

The purpose of this role is to provide high quality administrative support to the Quality & Governance Directorate.

This role is reporting directly to the Head of Regulation, which is an exciting opportunity for a self- motivated individual to join the Quality and Governance Directorate providing high quality, administrative support. You’ll enjoy taking personal responsibility for your own workload, continually reorganising and prioritising to ensure those you support get the best service possible which in turn reflects positively for our wider company goal of supporting and advocating for people with disabilities.

2.          MINIMUM QUALIFICATIONS/EDUCATION/EXPERIENCE/TRAINING/KNOWLEDGE

Formal Education / Training

• Previous experience working as an administrator desirable
• ECDL or similar IT Award

Work Experience

• Minimum two years’ experience in a comparable role with a proven ability to deliver in a time sensitive and deadline orientated environment.

Skills and Knowledge

·        Knowledge of administering surveys, managing databases

·        Knowledge of internal audit administration

·        Able to process information accurately and promptly

·        Excellent IT Skills and able to collate and analyse data from records systems

·        Able to manage records, both on-line and paper-based

·        Able to promote quality and governance activities

·        Excellent organisational, planning and multi-tasking abilities

·        Knowledge of office management systems and procedures

·        Proficient in relevant software applications including MS Office, Sharepoint, Word, Excel, Databases and Outlook applications

·        Excellent communication skills - verbal and written with a high attention to detail and accuracy

·        Excellent time management skills and the proven ability to prioritise work

3. JOB DUTIES AND RESPONSIBILITIES

Job Area

1. Supporting the Quality & Governance Directorate with preparation and compiling of reports and other documentation

2. Communicate with stakeholders (Operational teams, HR, Internal Audit, Property, Finance, Business Development) in relation to administrative queries relevant to the work of the Quality & Governance directorate including the preparation of statistical information and reports.

3. Contribute to the development and maintenance of the Quality & Governance administrative systems including scanning, filing and organisation of Documentation systems.

4. Assisting with Quality & Governance related meetings including drafting of Agendas, Minutes and Reports as required.

5. Provide support to Quality & Governance system owners in maintain systems, problem solving around system issues and proactively seeking to avoid them

6. Take ownership and oversight of the general office administration/ management, orders and invoice accountability to ensure an efficiently run function, deliver any other ad hoc administration tasks required by the Quality & Governance Directorate.

These duties and responsibilities are a reflection of the present service requirements and may be subject to review and amendment to meet the changing needs of the services.

4. COMMUNICATION AND WORKING RELATIONSHIPS

Typical Level of Interaction

√ Standard: Typical interaction is to request and provide information. Courtesy, tact and effectiveness are required.

☐ Advanced: Influence using logic and facts. Communication is important

☐ Expert:  Win the hearts and minds, changing opinion of people.  Critical in achieving the job objectives.

Primary Audience (Internal)

• Senior Directors and Department Heads
• Directors of Rehab Boards and Committees
• Members of the Quality and Governance Directorate
• Internal Multi-Disciplinary Teams
• Accounts Department
• Line managers, supervisors and front line staff

Level of Audience (Internal)

☐ Clerical / Operational

☐ Supervisory / Junior Professional

√ Middle Management / Seasoned Professional

☐ Senior / Top Management

Primary Audience (External)

Auditors/Regulators/Professional Services

Level of Audience (External)

x Clerical / Operational

☐ Supervisory / Junior Professional

☐ Middle Management / Seasoned Professional

☐ Senior / Top Management

5. KEY DIMENSIONS AND RELATED JOB RESULTS

This role requires the job holder to:

• Have an awareness of the culture, objectives and mission of the Rehab Group
• Have excellent administrative skills and an ability to work in a busy environment with many competing priorities
• Have exceptional written communication skills
• Be a self-starter who is motivated and creative

6. OPERATING ENVIRONMENT

This role requires the job holder to:

• Maintain confidentiality on all matters discussed.
• Be based within a Rehab Group Office but may necessarily include travel to other sites as entity needs dictate.
• Be flexible in terms of ad hoc requirements to work outside normal working hours, if/when deadlines dictate.

7. KEY COMPETENCIES

Management (and Group) Competencies

Planning and Organising

·        You create comprehensive plans which deliver on specific objectives

·        You identify, to the best of your competence, the resources required to achieve the plans

·        You think ahead and attempt to identify potential problems and factors which may arise, raising these with the appropriate person or addressing the issues

·        You plan ahead for meetings and busy periods

·        You set realistic timescales and monitor the progress of plans

Judgment & Decision Making

• Identifies and focuses on core issues when dealing with complex information/situation
• Assembles facts, manipulates verbal and numerical information and thinks through issues logically
• Sees the relationships between issues and quickly grasps the high level implications
• Identifies coherent solutions to complex issues
• Takes action, making decisions in a timely manner and having the courage to see them through
• Makes sound and well informed decisions, understanding their impact and implications
• Strives to effectively balance the departmental issues, organisational elements and the service user / employee impact in all decisions

Management & Delivery of Results

• Initiates and takes personal responsibility for delivering results/services in own area
• Balances strategy and operational detail to meet business need
• Manages multiple agendas and tasks and reallocates resources to manage change in focus
• Makes optimum use of resources and implements performance measures to deliver on objectives
• Ensures the optimum use of ICT and new delivery models
• Critically reviews projects and activities to ensure their effectiveness and that they meet Organisational requirements
• Instils the importance of efficiencies, value for money and meeting corporate governance requirements
• Ensures team are focused and act on Business plans priorities, even when faced with pressure

Building Relationships & Communication

• Speaks and writes in a clear, articulate and impactful manner
• Actively listens, seeking to understand the perspective and position of others
• Manages and resolves conflicts / disagreements in a positive & constructive manner
• Works effectively within the Organisational process, recognising & managing tensions arising from different stakeholder perspective
• Persuades others; builds consensus, gains co-operation from others to obtain information and accomplish goals
• Proactively engages with colleagues at all levels of the organisation and across other Departments and builds strong professional networks
• Makes opinions known when s/he feels it is right to do so

Openness to Change

• You participate in the communication of change to the organisation
• You effectively highlight the need for change providing leadership and direction throughout the change process
• You communicate changes in a clear and positive way, understanding that some people may be fearful of change and require additional support
• You actively support individuals to identify and communicate any additional resources, support or expertise they need to adapt to and manage the change
• You encourage others to identify opportunities for change in their roles and practices and in organisational policy and service delivery
• You help to minimise disruption when implementing changes
• You evaluate change by encouraging feedback and building on this to ensure the success of the change
• You act as a role model for change

Professionalism

• You contribute to the development, maintenance and evaluation of systems that:

-   enable individuals, key people and others from within and outside your organisation to understand your organisation’s policies and procedures;

-   ensure individuals’ rights to confidentiality of information are maintained;

-   enable you and others to reflect on, and challenge assumptions and ways of working.