Job summary
Band 2 Administration Assistant/Audio Typist (30 hours per week )
Head and Neck,Fixed term for 12 months
Under the direction of the Speciality Team Supervisor, you will provide general administrative support to both the supervisor and the team of specialty secretaries.
Additional working pattern details: Hours to be worked over 5 days per week - Monday to Friday
Main duties of the job
Duties include the collection and delivery of notes, incoming and outgoing post, filing and general office administrative duties, including responding to queries from internal and external sources and the audio transcription of documents. The post holder will be required to work as part of a team and have a flexible attitude to work and provide cross cover during periods of staff absence.
About us
We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.
With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one or both of our innovative hospitals.
As well as generous annual leave allowance, you will have access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.
Equality, Diversity and Inclusion is crucial to ensuring fairness, celebrating differences and creating environments where everyone feels valued and empowered to contribute.
To deliver the highest standard of care at Gloucestershire Hospitals, we foster an environment that promotes inclusivity, ensuring that both our staff can thrive and our patients receive services tailored to their needs.
Job description
Job responsibilities
1. Key Responsibilities
Under the direction of the Speciality Team Supervisor, you will provide general administrative support to both the supervisor and the team of specialty secretaries. Duties include the collection and delivery of notes, incoming and outgoing post, filing and general office administrative duties, including responding to queries from internal and external sources and the audio transcription of documents. The post holder will be required to work as part of a team and have a flexible attitude to work and provide cross cover during periods of staff absence.
2. Professional Development, Education and Training
- Fully participate in the Trusts appraisal system review and personal development planning process on an annual basis.
- Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process
- Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
- Contribute positively to the effectiveness and efficiency of the teams in which he/she works.
- Contribute to a healthy and safe working environment by adhering to health and safety regulations and Trust policies.
- To adhere to the Trusts Kindness and Respect Policy.
3. Management and Leadership
There is no budgetary or supervisory responsibility with this post.
4. Communications and Working Relationships
- Patients, relatives and / or carers
- Consultants and their team
- Nursing staff
- Medical Secretaries
- General Practitioners in Primary Care
- Outpatient staff
- Health Records staff
- Pathology
- Radiology
- Unit Coordinator
- General management team
5. General Working Conditions
- Movement of medical notes may be required This can range from one set of notes to bags weighing up to 10kg
- Exposure to occasional unpleasant working conditions due to extremes of office temperatures and ward odours
- Use of Visual Display Unit (VDU) on a daily basis (Workstation assessments undertaken), will be sitting at the desk for a major part of the day.
- Dealing with sensitive and confidential information
- The work pattern in unpredictable due to interruptions from telephone enquiries, emails, visits from clinicians and external personnel.
Job description
Job responsibilities
1. Key Responsibilities
Under the direction of the Speciality Team Supervisor, you will provide general administrative support to both the supervisor and the team of specialty secretaries. Duties include the collection and delivery of notes, incoming and outgoing post, filing and general office administrative duties, including responding to queries from internal and external sources and the audio transcription of documents. The post holder will be required to work as part of a team and have a flexible attitude to work and provide cross cover during periods of staff absence.
2. Professional Development, Education and Training
- Fully participate in the Trusts appraisal system review and personal development planning process on an annual basis.
- Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process
- Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
- Contribute positively to the effectiveness and efficiency of the teams in which he/she works.
- Contribute to a healthy and safe working environment by adhering to health and safety regulations and Trust policies.
- To adhere to the Trusts Kindness and Respect Policy.
3. Management and Leadership
There is no budgetary or supervisory responsibility with this post.
4. Communications and Working Relationships
- Patients, relatives and / or carers
- Consultants and their team
- Nursing staff
- Medical Secretaries
- General Practitioners in Primary Care
- Outpatient staff
- Health Records staff
- Pathology
- Radiology
- Unit Coordinator
- General management team
5. General Working Conditions
- Movement of medical notes may be required This can range from one set of notes to bags weighing up to 10kg
- Exposure to occasional unpleasant working conditions due to extremes of office temperatures and ward odours
- Use of Visual Display Unit (VDU) on a daily basis (Workstation assessments undertaken), will be sitting at the desk for a major part of the day.
- Dealing with sensitive and confidential information
- The work pattern in unpredictable due to interruptions from telephone enquiries, emails, visits from clinicians and external personnel.
Person Specification
Qualifications
Essential
- Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
- Computer literate in Microsoft Office packages
Desirable
- NVQ in Administration level 2 or equivalent
Skills and Experience
Essential
- Excellent communication skills. Ability to communicate effectively with all levels of staff, clinicians and patients
- Proven organisational skills and ability to prioritise workload and work to deadlines
- Good command and understanding of English, punctuation and grammar
- Ability to use own judgement and initiative and to follow strict guidelines
Person Specification
Qualifications
Essential
- Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
- Computer literate in Microsoft Office packages
Desirable
- NVQ in Administration level 2 or equivalent
Skills and Experience
Essential
- Excellent communication skills. Ability to communicate effectively with all levels of staff, clinicians and patients
- Proven organisational skills and ability to prioritise workload and work to deadlines
- Good command and understanding of English, punctuation and grammar
- Ability to use own judgement and initiative and to follow strict guidelines
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.
