Job summary
Administrative Assistant Band 2
1 full time (37.5 hours) and 1 part time post (16 hours)
The Continence Service is a dynamic and enthusiastic team providing education, advice, support and clinical care for patients across health and social care settings within Nottingham City.
We are looking for an enthusiastic, motivated and conscientious person to work with the established team of nurses, physiotherapist and administrators.
You will be working to support the Continence practitioners in the provision of comprehensive administrative tasks for the service and being the main liaison and coordinator for the clinicians and patients using the service, therefore an excellent telephone manner is essential. In addition you will assist with coordinating prescriptions for continence products to patients in Nottingham.
You will need to demonstrate excellent interpersonal and communication skills. You must be able to prioritise tasks and manage time effectively; you must also be able to work flexibly within the team ensuring cover during the service hours.
Confidence in managing own workload in a timely and effective way, whilst dealing with patients / carers in a caring and professional manner is essential. Experience with high volume call handling would be a benefit.
The service hours are Monday Friday 8.30 - 4.30pm excluding weekends and bank holidays.
For further information please contact Joanne Disney Clinical Service Manager 0115 8834204 or 07741 299053
Main duties of the job
The successful candidate will work within the established team and will liaise with clinicians, members of the public and companies who provide products.
Call handling will be the main duty of the role however there will also be some general administrative tasks.
Please see the job description and person specification for more details.
About us
We are a provider of NHS Community Health Services, CityCare exists to support the health and wellbeing of all local people, working alongside other health and care partners to achieve this. We are a value driven, people business with a passion for excellence. Our vision and social purpose is to make a difference everyday to the health & wellbeing of our communities and our values of kindness, respect, trust and honesty lie at the heart of everything we do, guiding how we work together with partners and each other to consistently deliver high quality compassionate care. As a social enterprise we aim to add social value by investing in the future of our local communities and helping to make a difference in peoples lives.
CityCare value the benefits of a diverse and inclusive workforce. We encourage applications from candidates who identify as disabled, LGBT+ or from a Black, Asian or Minority Ethnic (BAME) background, as they are currently under-represented within our organisation.
CityCare is an equal opportunities employer. We are positive about employing people with disabilities. If you require your application in a different format please contact Human Resources on 0115 8839418. CityCare is committed to the protection of vulnerable adults and children.
Job description
Job responsibilities
Job Purpose
- To provide clerical/ administrative support for the day to day administration for continence service within Adult Services
- Work effectively as part of a busy administration team
Dimensions
- Ensure team are aware of own role and any new information for cover arrangements or support
- To actively participate in CityCare mandatory training and team specific training
- To provide full clerical/ administrative support to the Continence Teams within Adult Services on a day to day basis
- To have a good working knowledge and experience of Microsoft Office in particular Microsoft Word to produce letters and other word processed documents to a high standard and knowledge of Microsoft Access and Excel for developing in house databases / spreadsheets and Outlook for diary management / e-mails
- To have accurate keyboard skills and attention to detail when using SystmOne
- To be responsible for answering and fielding telephone calls appropriately from a wide variety of sources where there may be barriers to understanding. To record telephone messages in writing and act promptly if urgent responses are needed
- To accurately collate and input data and produce statistics as and when required
- To maintain diaries, make appointments, arrange meetings etc. as and when required
- To take minutes/ notes of meetings as and when required, including preparation and distribution of agenda and minutes
- To undertake general office procedures including photocopying, faxing, filing and the distribution of mail
- To implement and update office systems/procedures as required, in collaboration with the team
- To provide administration support for the recruitment process being the vital link between Team Managers, Candidates and HR
- To work effectively as part of a team to provide cover for other administration staff when required and to be flexible regarding working hours to meet the needs of the service.
- To accurately record and maintain systems for staff sickness, absence and annual leave
- To order stock and non-stock equipment via the on-line systems and to maintain stock levels of stationary
- To be customer focused on behalf of the service and ensure that the reception people are given is welcoming and helpful
- To maintain strict confidentiality in all aspects of work in line with policies and the Data Protection Act
- To plan / organise work using own initiative within set departmental parameters
- To undertake any additional duties as appropriate and delegated by the Admin Team Manager and deputy and Service Team Managers
Job description
Job responsibilities
Job Purpose
- To provide clerical/ administrative support for the day to day administration for continence service within Adult Services
- Work effectively as part of a busy administration team
Dimensions
- Ensure team are aware of own role and any new information for cover arrangements or support
- To actively participate in CityCare mandatory training and team specific training
- To provide full clerical/ administrative support to the Continence Teams within Adult Services on a day to day basis
- To have a good working knowledge and experience of Microsoft Office in particular Microsoft Word to produce letters and other word processed documents to a high standard and knowledge of Microsoft Access and Excel for developing in house databases / spreadsheets and Outlook for diary management / e-mails
- To have accurate keyboard skills and attention to detail when using SystmOne
- To be responsible for answering and fielding telephone calls appropriately from a wide variety of sources where there may be barriers to understanding. To record telephone messages in writing and act promptly if urgent responses are needed
- To accurately collate and input data and produce statistics as and when required
- To maintain diaries, make appointments, arrange meetings etc. as and when required
- To take minutes/ notes of meetings as and when required, including preparation and distribution of agenda and minutes
- To undertake general office procedures including photocopying, faxing, filing and the distribution of mail
- To implement and update office systems/procedures as required, in collaboration with the team
- To provide administration support for the recruitment process being the vital link between Team Managers, Candidates and HR
- To work effectively as part of a team to provide cover for other administration staff when required and to be flexible regarding working hours to meet the needs of the service.
- To accurately record and maintain systems for staff sickness, absence and annual leave
- To order stock and non-stock equipment via the on-line systems and to maintain stock levels of stationary
- To be customer focused on behalf of the service and ensure that the reception people are given is welcoming and helpful
- To maintain strict confidentiality in all aspects of work in line with policies and the Data Protection Act
- To plan / organise work using own initiative within set departmental parameters
- To undertake any additional duties as appropriate and delegated by the Admin Team Manager and deputy and Service Team Managers
Person Specification
Qualifications
Essential
- Good standard of general education.
Desirable
- ECDL / MOST qualification.
Knowledge and skills
Essential
- Understanding of confidentiality/ Data Protection.
- Excellent communication skills both written and verbal.
- Ability to prioritise workload and manage time effectively.
- Ability to work effectively & reliably as part of a team.
- Demonstrates a positive attitude with a willingness to learn & develop.
- Excellent customer service skills.
Desirable
- An understanding of CityCare services.
- Able to work autonomously.
- Minute taking skills.
Special Requirements
Essential
- Ability to be flexible over hours worked within contracted hours to meet the needs of the service.
Experience
Essential
- Previous administrative experience.
- Experience of dealing with sensitive/ confidential information.
- Previous experience with Microsoft Office packages.
Desirable
- Experience in customer service.
- Experience of high volume call handling.
- Experience of working in a health or social care environment.
Person Specification
Qualifications
Essential
- Good standard of general education.
Desirable
- ECDL / MOST qualification.
Knowledge and skills
Essential
- Understanding of confidentiality/ Data Protection.
- Excellent communication skills both written and verbal.
- Ability to prioritise workload and manage time effectively.
- Ability to work effectively & reliably as part of a team.
- Demonstrates a positive attitude with a willingness to learn & develop.
- Excellent customer service skills.
Desirable
- An understanding of CityCare services.
- Able to work autonomously.
- Minute taking skills.
Special Requirements
Essential
- Ability to be flexible over hours worked within contracted hours to meet the needs of the service.
Experience
Essential
- Previous administrative experience.
- Experience of dealing with sensitive/ confidential information.
- Previous experience with Microsoft Office packages.
Desirable
- Experience in customer service.
- Experience of high volume call handling.
- Experience of working in a health or social care environment.
