Registration Coordinator / Administrator

Operational Responsibilities

Support the Registration Management team in ensuring operational and administrative procedures are carried out to the agreed standards in line with business targets and relevant legislation.

To be knowledgeable regarding all aspects of the processes, procedures and work of the company and to be familiar with the relevant legislation regarding registration processes.

To provide comprehensive advice to prospective applicants and members of the public on registration issues, including the various types of application for registration.

To despatch application packs to prospective registrants and deal with questions about the company's application process and other associated processes including registration renewal.

To receive and process applications for inclusion on to the Register in line with agreed policies and procedures, by checking applications for completeness, entering data, verifying details and documentation as provided. This will include processing payments.

Respond to complaints and deal with complex scenarios.

To undertake the administration of the entire Registration process and be familiar with the relevant legislation regarding registration processes.

To handle a high volume of complex and sometimes challenging calls.

To enter applicants' data on to the internal systems and ensure that applications are processed and forwarded for external assessment in a timely and efficient manner.

To independently carry out detailed application verification checks using high levels of initiative, alerting a Registration Manager or a Team Leader if anomalies are found.

To assist team members with on the job training. To act as a mentor for team members and work collaboratively

To contribute to and assist in projects relating to the Registration Department as and when needed.

To represent the Registration Department during external events and meetings, where appropriate.

To effectively assist in the management of the company's printing / mailing and administrative processes, providing support and advice on the procedures.

To respond to telephone, personal and written enquiries from applicants and registrants about issues relating to registration, which can be complex at times.

To keep the Registration Operations Manager, Registration Managers and Team Leaders informed on verification or assessment issues which require further attention.

Organisational

Design, develop and keep up-to-date appropriate documentation in relation to the printing and mailing processes.

Liaise with stakeholders and third party printing suppliers to plan printing assignments and proof read print jobs, before authorising high volume print runs

Proof and provide authorisation for mailings to be dispatched in a timely manner.

Monitor and review progress of mailings and print / mail services, ensuring that the Registration Manager is fully informed at all times.

Consider the cost of planned mailings and keep within budget.

Contribute to developing and managing procedures to improve efficiency.

Evaluate supplier performance and work with relevant third parties to continually develop and improve processes and procedures.

To arrange CPD assessment days and Test of Competence / Aptitude Test days, ensuring that the assessment / test day runs smoothly.

Person Specification - Essential requirements

Demonstrated experience of successfully managing a high volume of printing / mailing including preparing and manipulating data, proofing and editing complex communication.

Experience and understanding of health and care regulation and working in a customer service centre.

Effective administrative skills including the ability to draft complex correspondence, publications and reports as required.

A high level of written English and oral communication skills, including the ability to communicate professionally with people from all backgrounds using a variety of different communication channels.

Strong IT Skills

Planning and organisation skills with the ability to meet tight deadlines / targets.

Proven ability to handle a high volume of telephone enquiries successfully and providing a quality customer service.

Demonstrated ability to work under one's own initiative with minimal supervision and to be able to effectively handle a number of tasks at once.