Administrative Assistant

St Helens and Knowsley Teaching Hospitals NHS Trust

This job is now closed

Job summary

We are seeking an enthusiastic, hardworking and motivated administrative assistant with excellent communication, organisational, time management and attention to detail skills to join our existing Admin Team to support Treatment Rooms, District Nurses, Phlebotomy and Community Matrons within St Helens and Knowsley Hospital Trust.The post will be based at St Helens Hospital with a need to be flexible to work at different locations if needed. You will be working in a busy environment and closely with the remainder of the Admin Team.Communication and customer care is key is this team. The post will be varied and a great opportunity to gain new skills and enhance your knowledge and experience by working within varies settings.

A flexible approach to day to day tasks is essential, in order to meet the changing demands of the service. Our philosophy is to keep the patient at the heart of everything we do. We look for people who are willing to go the extra mile, not because they are asked to, but because they are committed to being part of a healthcare team that delivers an excellent caring service to our patients.

Main duties of the job

To provide a comprehensive administrative service to staff and patients.
To be confident, competent and efficient working on a computer.
Ensuring all the workload is effectively and efficiently processed including ad hoc office duties.
To complete all clinic related and documentation and data input.
Ensure cross cover working where appropriate. A 'Buddy' system is in place to cover colleagues workload when on annual leave etc
To be responsible for own workload on a day to day basis.

About us

St Helens and Knowsley Teaching Hospitals NHS Trust is the only acute Trust in Cheshire and Merseyside, and one of the few in the entire country, to achieve the title of OUTSTANDING, rated by the Care Quality Commission.

We provide a full range of acute adult services to our local population of circa 360,000 and provide tertiary services across a much wider area in the North West, North Wales and Isle of Man. We are a Major Trauma Unit and the Mersey Regional Burns Unit.

Our '5 Star Patient Care' strategy is at the heart of all that we do; supporting our vision to provide world class services for all our patients by getting it right for every patient, every time.

Our latest achievements include:

Acute Trust of the Year - HSJ Awards November 2019
Trust rates Outstanding by the CQC - Inspection August 2018
Top 100 places to work in the NHS (NHS Employers and Health Service Journal)
Best acute Trust in the North West for quality of care (NHS Staff Survey 2021)
Best place to work in the North West (NHS Staff Survey 2021)

In the NHS Staff Survey 2021 the Trust scored the highest marks in the North West for the following areas;

Standard of care
Best place to work
Care of patients being the Trust's priority
Staff engagement
Staff morale
Compassionate and inclusive
Providing a safe environment for staff

Date posted

10 May 2023

Pay scheme

Agenda for change

Band

Band 2

Salary

£20,669 to £21,318 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

409-5176562-A

Job locations

St Helens Hospital

Marshalls Cross Road

St Helens

WA9 3DA

Job description

Job responsibilities

KEY DUTIES

To act as the first point of contact for patients and staff.
To be responsible and accountable for all aspects of own workload and to support other members of the team as they would likewise.
Effective use of appropriate IT systems including EMIS, Word, Excel and SBS, which are pertinent to the administration/reception role in order to ensure that records are continually updated and maintained within specified time scales.
To take delegated responsibility from the Service Co-Ordinator/Service Manager for specific tasks.
To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion, and empathy in all situations.
Booking, altering, and re-arranging patient appointments on EMIS.
To participate in administration systems and processes which enable effective and efficient delivery of service.
Ensure all mandatory training is up to date.
Be able to work as part of a team and provide cover when necessary.
General office duties including dealing with incoming and outgoing mail, e-mail and photocopying. Participate in housekeeping of the office environment.
Attend appropriate training, meetings, and education sessions at the request of manager
To work in a flexible manner in accordance with the Trust Policy.
Any other duties required by Line Manager

Job description

Job responsibilities

KEY DUTIES

To act as the first point of contact for patients and staff.
To be responsible and accountable for all aspects of own workload and to support other members of the team as they would likewise.
Effective use of appropriate IT systems including EMIS, Word, Excel and SBS, which are pertinent to the administration/reception role in order to ensure that records are continually updated and maintained within specified time scales.
To take delegated responsibility from the Service Co-Ordinator/Service Manager for specific tasks.
To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion, and empathy in all situations.
Booking, altering, and re-arranging patient appointments on EMIS.
To participate in administration systems and processes which enable effective and efficient delivery of service.
Ensure all mandatory training is up to date.
Be able to work as part of a team and provide cover when necessary.
General office duties including dealing with incoming and outgoing mail, e-mail and photocopying. Participate in housekeeping of the office environment.
Attend appropriate training, meetings, and education sessions at the request of manager
To work in a flexible manner in accordance with the Trust Policy.
Any other duties required by Line Manager

Person Specification

Qualifications

Essential

Educated to GCSE level or equivalent qualification and/or experience

Knowledge & Experience

Essential

Reception/office experience
Experience of working in an office environment

Desirable

NHS experience
Experience of working in a clinic setting

Skills

Essential

Excellent IT/computer skills
Accurate typing skills
Excellent communication skills
Good knowledge and understanding of confidentiality
Good interpersonal skills
Ability to participate and work within a changing and demanding environment
Able to present factual information and refer questions to others where appropriate
Ability to work as a member of a team

Person Specification

Qualifications

Essential

Educated to GCSE level or equivalent qualification and/or experience

Knowledge & Experience

Essential

Reception/office experience
Experience of working in an office environment

Desirable

NHS experience
Experience of working in a clinic setting

Skills

Essential

Excellent IT/computer skills
Accurate typing skills
Excellent communication skills
Good knowledge and understanding of confidentiality
Good interpersonal skills
Ability to participate and work within a changing and demanding environment
Able to present factual information and refer questions to others where appropriate
Ability to work as a member of a team

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.