Administration Assistant

Job summary

An exciting opportunity has arisen to recruit 1 x 37.5 hrs per week permanent Administration Assistant, working at The Derwent Centre, Harlow, supporting the Essex STaRS team.

We are looking for someone with the ability and confidence to use their own initiative and prioritise tasks. The post holder must possess excellent communication skills and relevant administrative experience, must be flexible and have attention to detail.

The role will involve providing support to our clinical colleagues with administrative tasks by providing front line support, face to face and over the telephone. We will offer you support, supervision, training and the opportunity for personal development.

You will also need to be computer literate with experience of Microsoft Word, Excel and Outlook. You will be given full training on the various systems that we use.

We are looking for someone with a positive and compassionate approach to supporting patient care. The role will also include telephone calls and face to face contact with our patients and due to the nature of the services we carry out administrative support for, these can sometimes be challenging.

Successful candidates are expected to be professional, efficient, friendly and polite.

Main duties of the job

Some of the main responsibilities and duties include but are not limited to;

• Maintain the service user database(s) on a daily basis
• Manage the 'referrals in' and other relevant team processes
• Arrange clinic appointments for the service/team and send out appointment letters as appropriate and record onto service user database(s)
• Record all service user outcomes on to service user database(s)
• Provide typing support for appointment outcomes, GP letters etc.
• Organise / attend team meetings, taking appropriate minutes
• Ensure actions from team meetings are duly circulated and followed up
• Be responsible for inputting assessments and reviews onto service user database(s) and alerting clinical staff of reviews due, ensuring relevant documentation is available
• Correspond with service users, GP's and other agencies and input appropriately onto service user database(s)
• Provide collective, and where required individual, secretarial support to the team
• Adhere to the Trust's prescription management policy
• Manage incoming and outgoing team communications

• Undertake filing duties and ensuring all filing systems are maintained
• Cover colleagues during periods of leave
• Handling petty cash
• Maintain stationery supplies, ordering replacements as needed
• Take part in service development and review
• Support the team to achieve agreed performance outcomes

About us

EPUT are looking for motivated staff who shares our Trust values of Care, Learn and Empower. In return, EPUT can offer you a range of benefits and development including;

• Season Ticket Loans
• NHS discounts for staff
• Excellent Training facilities and opportunities
• Buying and Selling annual leave scheme
• The opportunity to work bank shifts and expand knowledge and experience in other areas
• Salary Sacrifice schemes including lease cars and Cycle to Work
• Day One Flexible Employer

The Trust supports and actively encourages flexible working for all employees. We offer many options and you are encouraged to ask the recruiting manager what is possible for this role. If appointed, you will have the opportunity to apply for a flexible working request from the first day of your employment

Join our Staff bank

What is Staff Bank?

Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times.

All our permanent staff are automatically enrolled onto the staff bank however this does not mean you have to work any additional shifts, but the option is there for you if you wish.

If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank.