Admin Assistant

Job responsibilities

Please see attached Job description for full details

To provide administrative and typing support to the Paediatric Directorate under the supervision of the Medical Secretary and Admin Manager.

Duties and Responsibilities of the Post

• Typing of correspondence from written or audio material.
• Managing personal and team email inboxes.
• Updating spreadsheets and databases.
• Accurate filing and scanning of letters and reports in electronic and paper patient case notes.
• Photocopying.
• Arranging patient appointments as necessary.
• Ordering supplies and ensure adequate stock is maintained.
• Dealing with telephone enquiries, accurate recording of messages and re-directing callers as appropriate.
• Requesting and returning medical records.
• Dealing with incoming and outgoing post.
• Reception work.

Attitude

Essential

• Willing to work as part of a team.
• Positive, friendly and co-operative.
• Motivated and enthusiastic.
• Flexible and adaptable to change duties and working hours in accordance with service needs.
• Team Player.
• Committed to delivering quality patient care.

Qualifications

Essential

• RSAII Typing/Word Processing/or significant proven experience.
• Educated to GCSE Level 2 (Numeracy and Literacy) standard or equivalent.

Desirable

• EDCL or working towards.

Personal Qualities

Essential

• Ability to work under pressure and be adaptable.
• Ability to be an effective team member across disciplines.
• Ability to plan and manage workload.
• Able to work effectively in a muti-disciplinary team.
• Able to use own initiative to resolve routine queries, in line with departmental procedures.

Experience

Essential

• Experience of communicating with people at all levels both in person and in writing, by email and telephone.
• Experience of audio typing.
• Able to communicate messages and instructions accurately to colleagues, both verbally and in writing.
• Knowledge of Microsoft Office.
• Clerical experience in a busy office environment.

Desirable

• Customer care experience.
• Previous clerical experience within NHS setting.
• Some experience of dealing with the public.

Skills & Knowledge

Essential

• Good communication skills.
• Demonstrate excellent organisational skills.
• Able to prioritise tasks.
• Effective interpersonal skills.
• Confident, persuasive and able to communicate at all levels.

Desirable

• Medical Terminology.
• Knowledge of Hospital V6, Medisec information systems.
• Knowledge of NHS Waiting Time Targets.
• Ability to use initiative, and practice effective time management.
• Knowledge of medical terminology.