Administrative Support Officer to the Managing Director

A private Occupational Therapy and Case Management company providing OT/Case Management support to clients, together with expert Medico-legal services and AAC technology assistance to improve the lives of disabled and vulnerable clients and their families.

We are located in the centre of Sherwood, Nottingham.

25 hours a week (Mondays to Fridays) Part-time, Permanent – Office-based role

We are a rapidly growing, small, friendly private occupational therapy and case management business, and also offer assistive and alternative technology communication packages to our clients. Alongside this, we have a team of experienced OT/Care and Rehabilitation experts who provide robust reports and specialist opinions to assist claimants to secure settlement in medical/clinical negligence or personal injury claims. The therapy, support, and services we offer helps our clients, who have often sustained catastrophic injuries, to lead active and meaningful lives.

We are looking for someone to keep STS’s Managing Director on track with her very busy and varied workload. To excel at this, you will be required to become familiar with her clients and associated reports, and forge good working relationships with various professionals involved in supporting our clients and their families. You will be required to manage an extremely varied schedule at pace and will be proficient in diary management.

Tasks that form part of this role include planning and scheduling, proofreading lengthy reports (such as expert rehabilitation reports prepared on behalf of a claimant for court proceedings, occupational therapy reports and case management updates), minute taking at complex multi-disciplinary team meetings, communicating with solicitors and professionals, as well as clients and their families by email or on the telephone, undertaking research on behalf of clients, specific office-based projects and general office administration (e.g. printing, scanning and filing). The postholder will be responsible for the month-end invoice process and processing expenses. It is also envisaged that the postholder will be responsible for ensuring STS remains compliant with its Data Protection obligations and will also work alongside our CQC Registered Manager.

Due to increasing workloads and business expansion, we are envisaging that once the postholder has been embedded into STS for several months, that they will become familiar with the caseloads of our associates and begin to support their everyday activities.

We are a small business, so the role is extremely varied and moves at a very fast pace. We require the postholder to have a wealth of administrative experience. It is imperative that the postholder has a strong command of English and grammar, with a keen eye for detail and is confident with proofreading. Strong, working knowledge of Microsoft Office products and the ability to use IT software to improve efficiency and workflows is also a key requirement of this job.

The successful candidate will ideally hold a degree (in a relevant discipline). Applications are invited from candidates that have good interpersonal skills and are able to present themselves in a very professional manner (in writing, at meetings and on the telephone when liaising with external professionals and our associates). An enquiring mind as well as an awareness and empathy with disability would also be advantageous.

To be successful in being invited to interview, you will need:

· Ideally a degree or equivalent (in a relevant discipline)

· A minimum of four years’ administrative experience.

· GCSE level qualifications (or the equivalent) in English and Maths (grades C or above)

· To be proactive, highly organised and have a sharp attention to detail.

· To enjoy independently managing a wide variety of workstreams with changing priorities.

· The ability to multi-task and work at pace under pressure.

· The ability to prioritise effectively and to be self-motivated and able to work effectively on tasks and projects with minimal supervision and direction.

· Strong, professional communication skills to confidently deal with a wide variety of people at all levels in a professional and confidential manner.

· Excellent IT skills, including Microsoft Word, Outlook and Excel, and the ability to learn a bespoke system (Qunote) for clinical record keeping.

· The ability to manage and prioritise tasks and communications in line with the business’ changing needs and key requirements.

· The ability to forge and foster excellent working relationships with colleagues, associates, professionals, and clients.

· Previous marketing experience would be desirable, but not essential.

This is a part-time, permanent, office-based role.

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