Administrator & Data Assistant

The role:

We provide programmes and services to individuals that will help them change their behaviours and make a difference to their overall health and wellbeing.

We are passionate about what we do and how we do it. Our team of experts provide evidence based, tailor-made and psychologically informed programmes to individuals in group settings with their peers, families, classmates or colleagues.

We work with individuals and families, commissioners, workplaces, schools and communities, as well as government agencies and charities, to bring about real and long-lasting changes to behaviours that result in healthier lifestyles.

Our approach is underpinned by our core values:

We are looking for an individual who is passionate and shares our values of driving high qualityinnovative, and evidence-based practice. MoreLife (UK) is continually evolving and we seek out those who are committed to continual improvement and to delivering the best outcomes. In addition to being resourceful, we promote fun and flexibility within MoreLife (UK) and seek dynamic individuals to come onboard as part of our team. 

Background information:

 MoreLife deliver Weight Management Services and Healthy School Programmes across Bedford & Milton Keynes; which is funded by Bedfordshire Borough Council, Central Bedford Council & Milton Keynes Council.

Which includes the following: 

  • An engagement team which will be central to supporting the whole of the MoreLife Service

  • Adult & child weight management services

  • Maternity weight management support

  • Healthy schools’ programmes

  • Public Health campaigns and events.

Teams will work in a locality focused way engaging and link working with the Voluntary, Community & Faith (VCF) sector, schools and Health & Social Care colleagues including Integrated Neighbourhood Teams.

The postholder will also work as programme specific groups to ensure clinical effectiveness.

All teams need to be committed to active engagement with/working within the community and need to understand the issues that impact on those living and working in the community.

The post holder will also need to be aware of and committed to the vision, policies and practices of the organisation. 

Job purpose: 

The role will provide administrative support and proactive telephone communication to deal with referrals coming into the MoreLife Weight Management services, booking clients onto programmes or waiting lists, dealing with enquires together with the associated administration. A high degree of confidentiality, sensitivity, discretion and tact is required.

The post holder must have the ability to work with a great degree of autonomy and think on their feet to deal with enquiries and make day-to-day decisions without constant referral to their line manager who will be available to assist with the more complicated issues. 

Key responsibilities:

  • Provide full administrative and telephone support of the referrals coming into the MoreLife Weight Management Services.

  • To conduct motivational interviews over the telephone with participants on the MoreLife programmes.

  • To create and send paperwork out to adults and families and keep all records up to date.

  • To provide feedback letters to referrers at appropriate times.

  • To prepare data on the MoreLife programmes for operations team members.

  • To support marketing activity in the programme area by conducting targeted mailshots.

  • Receive and answer telephone enquiries, forwarding these to an appropriate member of the team for resolution.

  • Administer the IT system to support all aspects of service delivery.

  • Work as part of the team to add referrals to the database as time allows.

  • Undertake administration of petty cash related to the service delivery.

  • Operate, and ensure maintenance of, basic office equipment, e.g. fax and photocopier machines.

  • To support marketing activity in the programme area by conducting targeted mailshots.

  • Work as part of the team to provide correspondence between referral sources, patient’s GP, the delivery team and patients at key stages of the intervention, particularly during periods of peak activity.

  • GDPR Compliance

  • Quality Assurance

  • Ad hoc duties as and when required. 

  • Undertake any other duties that may be necessary, that are appropriate to the level/grade of the job.

Health and safety:

  • To maintain a positive attitude to health and safety in carrying out the duties of the post with special emphasis on the environment and safety of the individuals in your care.

Safeguarding, Equality and diversity:

  • Staff must at all times carry out their responsibilities with due regard to the Company’s safeguarding, equality and diversity policies.

Values:

  • The post holder will also need to be aware of and committed to the vision, policies and practices of the organisation by which they are employed.

Mandatory Training

The successful applicant will be required to undertake necessary mandatory training as identified by MoreLife.

  •  Information Governance 

  •  Health & Safety

  • GDPR

DBS

All employees are required to complete a DBS check. All roles that require face to face contact with a client or a vulnerable person will require an enhanced check, all other roles require a basic DBS check.

Essential Criteria 

Qualifications:

  • High standard of education – a minimum of 5 passes at GCSE level inclusive of Maths and English

  • NVQ Level 4 in administration

  • Previous experience of working as a high-level administrator.

  • Experience of handling a high number of proactive telephone calls. 

Experience:

  • At least 3 years administrative work in a busy office environment.

  • Working/liaising with a wide range of people effectively with sensitivity and authority.

  • Excellent organisational skills 

Other Requirements: 

  •  Flexibility in distribution of working hours according to job requirements.

Special Attributes:

  • To be able to take initiative, multitask and work effectively without close supervision.

  • Must be confident and highly motivated requiring minimal day to day supervision.

  • To be flexible and open to new duties as the project develops.

  • To be highly motivated and be able to work independently but effectively as part of a wider team.

  • Must enjoy providing a support service, offering a pleasant and effective point of contact for the service.

  • To have effective organisation and communication skills

  • Able to network effectively.

  • To be able to feel comfortable with liaising with a wide range of people at different levels.

  • Must be a good team player and able to negotiate workloads with team members. 

Skills:

  • High level of computer literacy. 

  • Excellent organisational, co-ordinating, administration and interpersonal skills.

  • Excellent literacy and numeracy skills

  • Must be able to keep effective records and databases. 

Desirable Criteria 

Qualifications:

  • IT qualifications to RSA III or equivalent including Word processing/ spreadsheet/ database experience.

Special Attributes:

  •  Knowledge of and empathy with the aims and philosophy of MoreLife and healthy lifestyle issues.

All the essential and desirable criteria will be identified from the application form and at interview, a skills test may be applicable to identify skills

As a Disability Confident Committed employer, MoreLife will consider interviewing any candidate indicating on their application that they have a disability providing they meet the minimum criteria specified in the job specification. Reasonable adjustments will be considered at all stages of the recruitment and selection process to accommodate the needs of disabled applicants if these are requested by the application.