Job summary
Administrator - Band 3 - 20 hours per week
Could you help West Suffolk Hospital
to deliver the best quality and safest care to our local community?
An opportunity has arisen to join the
Community and Integrated Services Business Support Team to provide
administrative support primarily to the Quality and Safety team, but also to
provide support as and when required to other members of the management team.
The post-holder will be based at
Technology House, Bury St. Edmunds, however, travel to other bases within West
Suffolk may be required occasionally.
The post holder will be part of a small business support team but must
be comfortable working solely and remotely.
The post holder needs to be willing to
assist various members of the management team and to provide cover for other
members of the business support team when required, therefore an ability to
provide remote support is a key requirement of the role.
The successful candidate needs to have
the ability to work using your own initiative within a small business support
team and be competent in all applications of Microsoft Office. Strong communication skills, both written and
verbal are essential as is the ability to multi-task and deliver conflicting
priorities within set timeframes.
If you have the necessary skills,
experience and qualities to help us to put patients first, please contact
Theresa Cullum, Executive Assistant on 07950 852329 for an informal discussion.
Main duties of the job
The role will be responsible for:
Providing day to day business support to the Clinical Lead and a
small team of clinical staff, including diary management and arranging
meetings.
Collating news items relating to quality and safety and creating
a monthly internal newsletter for staff.
Updating and maintaining various Excel spreadsheets and reports
to assist the Clinical Lead and Senior Matrons with their quality reports for
items such as falls, pressure ulcers and audits
Attending team meetings virtually and face to face to take
meeting notes and maintain action logs.
Being proficient at managing several tasks simultaneously and being able to
keep track of ongoing projects and tasks for the department, ensuring deadlines
are adhered to.
About us
#BeKnown
at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to
more than a quarter of a million people across west Suffolk. We care for,
treat and support people in hospital, at home and in various community
settings.
The
West Suffolk Hospital in Bury St Edmunds provides acute and secondary care
services (emergency department, maternity and neonatal services, day surgery
unit, eye treatment centre, Macmillan unit and children's ward). It has 500+
beds and is a partner teaching hospital of the University of Cambridge.
Adult
and paediatric community services, provided in collaboration with West Suffolk
Alliance partners, include a range of nursing, therapy, specialist, and ongoing
temporary care and rehabilitation, some at our Newmarket Community Hospital.
We
do our utmost to achieve outstanding clinical outcomes for patients and our
values of fairness, inclusivity, respect, safety and team work guide how we
work and behave as a team.
With
nearly 5,000 staff, from all over the world, we strive to make our organisation
a great place to work. Whatever your role or ambition, we want to help you be
the best you can be.
We
promote a diverse and inclusive community where everyones voice counts and you
can #BeKnown for whoever you are.
Join
us. What will you #BeKnown for?
Job description
Job responsibilities
Job summary:
To provide
comprehensive and confidential administrative support to the community and
integrated services management team, primarily the Clinical Lead and Quality
and Safety Team, co-ordinating diaries, arranging meetings, note taking,
updating action logs and maintaining databases. The post-holder will work
alongside the Executive Assistant and another Administrator to support
prioritisation and planning of workloads, ensuring the management team receive
appropriate and thorough information in a timely manner.
Job
responsibilities:
Key Tasks &
Responsibilities:
1.
Communication
Communicate
courteously and sensitively with a wide range of internal and external
stakeholders.
To receive and deal with
incoming telephone calls, including calls from relatives or carers of patients concerning
sensitive information, take messages and relay information in the absence of
members of the management team and other staff within the business.
To receive, sort
and screen emails from both internal and external colleagues, stakeholders and
relatives/carers of patients. Collate
information from both internal and external parties for the management team to
respond appropriately.
2.
Analytical and judgemental:
Maintain the
highest standards of confidentiality when dealing with sensitive information,
including information relating to patients or staff.
Assist the clinical lead and quality and patient safety
team interpret data from various sources and databases to be used for reporting
purposes.
3.
Planning and organisational Skills:
To support the
Community & Integrated Service management team in preparing information,
agendas and papers for meetings, this may also involve external
partnerships. The post holder will manage information sharing,
preparation of reports/presentations.
To manage several
tasks simultaneously, keeping track of half completed tasks that are awaiting
further information, working within an environment of frequent interruptions,
competing demands with the ability to meet deadlines.
Prioritise own workload
and resolve conflicting diary appointments for members of the management team.
To establish and
maintain administrative systems and databases to achieve high standards of business
support.
To arrange 1:1 and team meetings for the
clinical lead and quality and patient safety team.To maintain electronic diary system, assist to prioritise
work, resolve conflicting diary appointments and schedules etc for the clinical
lead and quality and patient safety team.
Implement an effective bring-forward system to
ensure members of the management team have all the relevant and current papers
needed for each meeting.
To maintain an effective filing system and
actively manage the storage of electronic information, including the management
of email.
To be able to work
closely and at pace, assisting other members of the Business Support Team to
meet deadlines, sharing workload and providing cover for absences where
necessary.
4.
Finance and Resources:
Raise and receipt purchase orders as instructed by the
management and finance teams.
Ordering of stationary supplies for the team, using NHS
supplies systems
5.
Information Resources:
Attending team
meetings as required, preparing agendas, taking the notes, updating the action
log and noting future agenda items and distributing.
Ensure competent
and accurate presentation of letters, reports, documents and presentations,
ensuring correct spelling of clinical/medical terminology.
To use computer software
programmes to create documents, presentations and a monthly newsletter of a
high standard for meetings, organisation groups, partner agencies etc.
To undertake copy
typing of correspondence, reports, strategy documents, action plans, agendas
some in relation to clinical specialties etc.
To undertake any
computerised work as required, including creating and maintenance of Excel spreadsheets
and databases, PowerPoint presentations and charts.
Job description
Job responsibilities
Job summary:
To provide
comprehensive and confidential administrative support to the community and
integrated services management team, primarily the Clinical Lead and Quality
and Safety Team, co-ordinating diaries, arranging meetings, note taking,
updating action logs and maintaining databases. The post-holder will work
alongside the Executive Assistant and another Administrator to support
prioritisation and planning of workloads, ensuring the management team receive
appropriate and thorough information in a timely manner.
Job
responsibilities:
Key Tasks &
Responsibilities:
1.
Communication
Communicate
courteously and sensitively with a wide range of internal and external
stakeholders.
To receive and deal with
incoming telephone calls, including calls from relatives or carers of patients concerning
sensitive information, take messages and relay information in the absence of
members of the management team and other staff within the business.
To receive, sort
and screen emails from both internal and external colleagues, stakeholders and
relatives/carers of patients. Collate
information from both internal and external parties for the management team to
respond appropriately.
2.
Analytical and judgemental:
Maintain the
highest standards of confidentiality when dealing with sensitive information,
including information relating to patients or staff.
Assist the clinical lead and quality and patient safety
team interpret data from various sources and databases to be used for reporting
purposes.
3.
Planning and organisational Skills:
To support the
Community & Integrated Service management team in preparing information,
agendas and papers for meetings, this may also involve external
partnerships. The post holder will manage information sharing,
preparation of reports/presentations.
To manage several
tasks simultaneously, keeping track of half completed tasks that are awaiting
further information, working within an environment of frequent interruptions,
competing demands with the ability to meet deadlines.
Prioritise own workload
and resolve conflicting diary appointments for members of the management team.
To establish and
maintain administrative systems and databases to achieve high standards of business
support.
To arrange 1:1 and team meetings for the
clinical lead and quality and patient safety team.To maintain electronic diary system, assist to prioritise
work, resolve conflicting diary appointments and schedules etc for the clinical
lead and quality and patient safety team.
Implement an effective bring-forward system to
ensure members of the management team have all the relevant and current papers
needed for each meeting.
To maintain an effective filing system and
actively manage the storage of electronic information, including the management
of email.
To be able to work
closely and at pace, assisting other members of the Business Support Team to
meet deadlines, sharing workload and providing cover for absences where
necessary.
4.
Finance and Resources:
Raise and receipt purchase orders as instructed by the
management and finance teams.
Ordering of stationary supplies for the team, using NHS
supplies systems
5.
Information Resources:
Attending team
meetings as required, preparing agendas, taking the notes, updating the action
log and noting future agenda items and distributing.
Ensure competent
and accurate presentation of letters, reports, documents and presentations,
ensuring correct spelling of clinical/medical terminology.
To use computer software
programmes to create documents, presentations and a monthly newsletter of a
high standard for meetings, organisation groups, partner agencies etc.
To undertake copy
typing of correspondence, reports, strategy documents, action plans, agendas
some in relation to clinical specialties etc.
To undertake any
computerised work as required, including creating and maintenance of Excel spreadsheets
and databases, PowerPoint presentations and charts.
Person Specification
Experience
Essential
- Relevant secretarial / administrative experience working in a busy office environment.
-
- Experience of accurate note taking / action logs.
-
- Electronic diary management.
-
- Experience of Microsoft Office software.
-
- Ability to work under pressure delivering quality services and meeting tight deadlines.
-
- Proven track record of multi tasking.
-
- Strong organisational skills.
-
- Working with confidential data.
Desirable
- Previous experience of working in an NHS setting.
-
- Knowledge of medical terminology AMSPAR or equivalent experience.
Qualifications
Essential
- Educated to a CSE / O-Level / GCSE level.
-
- RSA II Typing or equivalent.
-
- Recognised secretarial or administration qualification.
-
- Experience of minute / note taking.
-
- Excellent Microsoft IT skills.
-
- Excellent knowledge of administrative systems.
Desirable
- Audio Typing.
-
- Knowledge of NHS processes and procedures.
-
- NVQ in Business & Administration.
Personal Qualities
Essential
- Good team player.
-
- Proven organisation and planning skills.
-
- Ability to prioritise own workload.
-
- Ability to relate to all levels of the organisation.
- Willingness to develop skills and knowledge
Desirable
- Ability to assist in induction training of new staff.
Skills & Abilities
Essential
- Ability to work flexibly and under pressure delivering to timescales.
-
- Ability to work to own initiative.
-
- Good time management, meeting deadlines.
-
- Operate competently in a strategic and operational environment.
Person Specification
Experience
Essential
- Relevant secretarial / administrative experience working in a busy office environment.
-
- Experience of accurate note taking / action logs.
-
- Electronic diary management.
-
- Experience of Microsoft Office software.
-
- Ability to work under pressure delivering quality services and meeting tight deadlines.
-
- Proven track record of multi tasking.
-
- Strong organisational skills.
-
- Working with confidential data.
Desirable
- Previous experience of working in an NHS setting.
-
- Knowledge of medical terminology AMSPAR or equivalent experience.
Qualifications
Essential
- Educated to a CSE / O-Level / GCSE level.
-
- RSA II Typing or equivalent.
-
- Recognised secretarial or administration qualification.
-
- Experience of minute / note taking.
-
- Excellent Microsoft IT skills.
-
- Excellent knowledge of administrative systems.
Desirable
- Audio Typing.
-
- Knowledge of NHS processes and procedures.
-
- NVQ in Business & Administration.
Personal Qualities
Essential
- Good team player.
-
- Proven organisation and planning skills.
-
- Ability to prioritise own workload.
-
- Ability to relate to all levels of the organisation.
- Willingness to develop skills and knowledge
Desirable
- Ability to assist in induction training of new staff.
Skills & Abilities
Essential
- Ability to work flexibly and under pressure delivering to timescales.
-
- Ability to work to own initiative.
-
- Good time management, meeting deadlines.
-
- Operate competently in a strategic and operational environment.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
