Administration Assistant

Job description

Job responsibilities

Main duties:

To provide general office and administration support to the department.

Answer telephone calls in a polite and professional manner, taking accurate messages.

Greet visitors / customers in a polite and professional manner, dealing with their enquiries in an efficient and timely fashion.

Carry out general office duties such as formatting documents, photocopying, laminating, scanning, printing and shredding.

Attend and take part in team meetings and regular reviews with the line manager.

Ordering requests for equipment and stationery for the Directorates.

Arrange and coordinate meetings as instructed, acting as minute taker, sharing required documents, updating of meeting workplans and action plans to share with peers.

Relaying verbal communication to appropriate team members.

To provide administration support to Childrens and Womens Directorates as required.

Manage own diary.

Manage Senior team diaries as required.

To book rooms, equipment and hospitality for events arising from Directorates.

To book travel and accommodation as requested.

Work within all Trust policies and procedures.

To follow Health and Safety Policy relevant to the working environment and attend mandatory updates in accordance with the Trust policy.

Undertake personal training and development where appropriate.

Person Specification

QUALIFICATIONS / TRAINING

Essential

• GCSE (or equivalent) grades A*- E in Math's and English
• Commitment to ongoing training and development
• NVQ Business Administration or Customer Service (or equivalent)

Desirable

• Word Processing RSA II or equivalent experience
• ECDL or equivalent
• Audio Typing

KNOWLEDGE, EXPERIENCE & EXPERTISE

Essential

• Excellent written and verbal skills.
• Ability to prioritise own workload within a busy office setting
• Experience of working in an office environment providing administrative support
• Working knowledge of Microsoft Office packages including Word, Outlook, Power point and Excel
• Able to demonstrate experience in collating and reporting data
• Understanding of Confidentiality and Data Protection
• Email and electronic diary systems
• Ability to respond positively to changing requirements
• Strong team working skills
• Ability to prioritise
• Use own initiative and awareness of limitation of the role.

Desirable

• Previous experience of working in the NHS or HEI in a similar role
• Knowledge of NHS or other public/voluntary sector bodies

COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)

Essential

• Excellent communication skills, including being able to communicate with people at all levels and across various HEIs and teams/services.
• Articulate, calm, polite and well-motivated with a positive attitude to customer care
• Effective listening skills
• Ability to follow agreed protocols, seeking help appropriately, particularly around unforeseen circumstances

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).

Employer details

Employer name

Calderdale and Huddersfield NHS Foundation Trust

Address

Calderdale Royal Hospital

Salterhebble

Halifax

HX3 0PW

Employer's website

https://www.cht.nhs.uk (Opens in a new tab)