Administrator

The Service Administrator will provide high quality administrative support to the Aberdeenshire Carers Service, ensuring that enquiries, referrals, records, service documents and administrative processes are managed accurately, efficiently and sensitively. The post-holder will support the smooth day-to-day running of the service by maintaining systems, coordinating information, supporting communication with carers and professionals, and assisting colleagues with service administration.

· Provide comprehensive day-to-day administrative support to the Aberdeenshire Carers Service, including managing incoming and outgoing correspondence, preparing documents, maintaining filing systems and ensuring service information is accurate and accessible.

· Act as a first point of contact for carers, families, professionals and members of the public, responding to telephone, email and online enquiries in a professional, supportive and timely manner, and directing queries to the appropriate member of the team where required.

· Process referrals, service requests and administrative information accurately and sensitively, ensuring that relevant details are recorded, updated and shared in line with agreed service procedures, confidentiality requirements and data protection legislation.

· Maintain accurate electronic records, spreadsheets, databases and service documents, including updating carer information, monitoring actions, recording outcomes and supporting the production of service reports.

· Arrange and support meetings, appointments and service activities by coordinating dates, venues or online meeting links, preparing agendas and papers, taking accurate minutes or notes, and following up agreed actions.

· Assist with the coordination of service communications, including preparing letters, emails, forms, information packs, newsletters or other materials for carers, professionals and partner organisations.

· Work closely with Carer Advisors, Team Leads and wider service colleagues to ensure administrative processes are completed consistently, deadlines are met and information is shared appropriately.

· Contribute to the review and improvement of administrative systems, templates, procedures and ways of working to support an efficient, responsive and well-organised service.

· Maintain confidentiality, accuracy and professionalism at all times when handling personal, sensitive or service-related information.

· Undertake any other reasonable administrative duties that may arise from time to time, in line with the needs of the service and within the post-holder’s capabilities.

Essential:

· Skilled and experienced in Microsoft Office, Teams, SharePoint and maintaining accurate electronic records.

· Well developed word processing / typing skills

· Experience of handling confidential information and maintaining accurate administrative records.

Desirable:

· Experience of working in Health and Social Care administrative roles.

· Knowledge of funding processes and disbursement

Essential:

· Flexible approach to working

· Full and Clean Driving License and access to a vehicle.

Essential:

· Demonstrable experience of providing high level administrative support, including data entry, record keeping and preparing information for reports.

· Experience of communicating with service users, colleagues and professionals by telephone, email or other communication methods.

Desirable:

· Knowledge and understanding of the issues facing unpaid carers across Aberdeenshire and Scotland.

Essential:

· Well developed interpersonal skills e.g. communication and listening

· Good organisational skills with the ability to manage administrative tasks, deadlines and follow-up activity.

· Good IT skills, including confidence using spreadsheets, databases and systems to record and manage service information.

· Ability to prioritise workload, identify key information and deal with competing demands.

Essential:

· Ability to use own initiative.

· Self-reliance, and ability to work under pressure.

· Good attention to accuracy, detail and quality when processing administrative information.

· Good interpersonal skills

· Reliability

Desirable:

· Appreciation of Community Care issues and pressures.