Office Administrator

Job responsibilities

Responsible for prioritising and planning own workload on a day-to-day basis.

Produce and distribute documents such as letters, memos, reports, managerial documents, mailshots, flyers, training packages and presentations, etc. using appropriate software, as requested by the manager.

Make and receive telephone calls using courteous manner, whilst accurately and clearly transcribing, often complex, messages using own discretion / judgment to prioritise appropriate contact with team members.

Co-ordinate referrals to the multi-disciplinary team and book appointments as directed.

Deal with, and respond to, enquiries from a variety of organisations and individuals in a sensitive and confidential manner.

Confidential handling of patient information / data, which can be both complex and sensitive.

Arrange and co-ordinate meetings / events as required, e.g. training sessions and conferences, including the booking of suitable venues, refreshments, hotel accommodation and travel tickets using own judgment based upon requirements and availability. Processing of associated invoices.

Service meetings including the preparation, collation and circulation of agendas and papers in advance of the meeting. Attend meetings and produce minutes for circulation to group members as soon as possible following the meeting.

Open, stamp and record incoming / outgoing mail, distributing as appropriate in a timely manner.

Establish and maintain effective record keeping systems and arrange the archiving of such documents / records as necessary.

General administrative duties including photocopying, binding where appropriate.

To work flexibly from other bases as required. You may also be required to work from other trust bases.

Provide administrative support to the team with servicing meetings, training and clinics.

Education/Qualification

Essential

• Relevant business or administration qualification or equivalent to NVQ 3
• English and Maths GCSE / or equivalent (Grade C minimum / GCSE Grade 9 - 4).

Desirable

• ECDL
• Word processing qualification
• RSA IIl

Experience

Essential

• Producing high quality reports and documents
• Experience of working within an office environment
• Experience of clerical / administrative work.

Desirable

• Minute taking experience
• Familiarity with NHS systems (e.g. PARIS, EMiS)
• Experience of using electronic systems

Knowledge

Essential

• Knowledge of Microsoft programmes, particularly Word, PowerPoint, Outlook and the internet.

Desirable

• Knowledge and basic understanding of the workings of the NHS.

Skills and Abilities

Essential

• Good organisational skills with the ability to effectively organise own workload, with some supervision.
• Good communication skills with the ability to liaise with a range of people at all levels (both internally and externally, using empathy and diplomacy.
• Confident whilst using the telephone.
• Excellent spelling, grammatical composition and numeracy skills
• Ability to work under pressure and deal with conflicting demands whilst achieving tight deadlines.
• Ability to work effectively using a degree of initiative.

Desirable

• Ability to analyse large sources of data and translate into meaningful information in the form of graphs and charts
• Audio typing

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).