Admin and Clerical Assistant

Job description

Job responsibilities

To provide admin support for the whole team and to have a general awareness of admin colleagues roles and responsibilities in order to provide basic cover if required

1. Providing and receiving routine information to inform work colleagues, patients, clients, carers, the public or other external contacts. In particular, this will involve: reception cover is a significant part of the role

Respond appropriately to requests for information

Act on correspondence referring to the appropriate person if required

Providing routine information to manager and colleagues

Answering routine queries from patients/clients/carers/colleagues/public or other external contacts

Preparation/completion of routine documents, including letters, reports, presentations and forms e.g. purchase order requisitions, photocopying, filing

Handling telephone queries including a shared responsibility for reception duties

Assisting patient/clients/relatives during incidental contacts

2.The role will require capacity to make decisions, which may require consideration of a range of options, such as:

Judgements on how to deal with enquiries, patient/carers/external contacts

Prioritising work, resolving conflicting diary appointments and schedules

3.Responsible for data entry, text processing or storage of data compiled by others, utilising paper or computer based data entry systems. Particular systems used in this role are detailed under Specialist/Technical requirements. It is probable that the role will require use of VDU equipment for a substantial proportion of time and does not require keyboard skills.

4.Understanding a range of routine work procedures some of which may fall outside of the immediate work area. In particular this will involve an understanding of and compliance with relevant deadlines and procedures legislation, procedures, schemes such as:

Confidentiality policy

Data protection

Clients at risk protocol

Governance policies

Team Standards of Practice

The use of Big Hand system and skills in auditory typing

5.Undertaking planning and organisation, of straightforward tasks, activities or programmes. This may include activities such as:

Typing reports, letters, training tools, team checklists

Dissemination of key information to teams

Ability to make entrys into Electronic Patient records

Managing staff files

Maintaining an effective bring forward system overseeing Team Training plans

Co-ordinate programmes of work (such as training schedules or the use of rooms, setting up of rooms)

Assist in ensuring that appropriate facilities are available for scheduled events

Awareness of colleagues roles in order to be able to offer basic cover when required

6.Responsible for maintaining audible stock control and/or security of stock, with particular emphasis on stationary but also extended to the management and control of other resources such as clinical/medical stock or projectors and laptops.

Receipt of goods

Maintaining stock levels

7.Provide advice, or demonstrate own activities or workplace routines to new or less experienced employees in own work area.

8.To undertake surveys or audits, as necessary to own work.

Person Specification

Qualifications

Essential

• NVQ 3 or equivalent or willingness to work toward

Experience

Essential

• Previous experience is required within Admin

Experiecne

Essential

• Knowledge of a range of secretarial work procedures and software programmes

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.

Employer details

Employer name

North Staffordshire Combined Healthcare Trust

Address

Harplands Hospital

Stoke-on-Trent

ST4 6TH

Employer's website

https://www.combined.nhs.uk/working-together/join-our-team/ (Opens in a new tab)