Admin Assistant

Job description

Job responsibilities

To deal with telephone enquiries, taking and conveying messages appropriately

To sort incoming mail and prepare outgoing mail for posting

Make appointments and, give non-clinical advice as directed, taking necessary action for the call to be handled as quickly and efficiently as possible.

Support the efficient organisation of home visits, arranging appointments and ensuring clinical notes are ready, to ensure the smooth and effective provision of patient services.

Maintain an up to date filing and archive filing system, disposing of archived patient records according to Trust Policy.

Receive and handle information regarding referrals to the service and deal with them within Trust or departmental timescales

Transmit electronic mail, photocopy documents and circulate information within Trust or departmental timescales

Enter data onto necessary databases according to service requirements.

Use database/spread sheets to collect and formulate data on a weekly, monthly, quarterly and annual basis.

Order and maintain adequate levels of stationery and supplies, using CARDEA where possible

Maintain electronic diaries, co-ordinate meetings and book venues.

Maintain and update patient caseload on a daily basis, ensuring visits, discharges, and patient information is accurately recorded.

The post holder may be required to undertake the role of Information Asset Administrator or Information Asset Owner to provide support for the control and administration of information assets within their area/department (details available on the Health Informatics web page)

Person Specification

Qualifications

Essential

• Good standard of general education minimum of 3 GSCEs or equivalent at Grade C or above including English
• NVQ Level 2 in Business Administration (or working towards)or equivalent knowledge/ experience

Special Requirements

Essential

• Ability to travel independently across the
• County to fulfil the requirements of the post.
• Present a professional image at all times

Special Skills and Knowledge

Essential

• Committed to quality customer
• care/delivering excellent customer service.
• Ability to communicate accurately verbally and in writing with a wide range of people.
• Effective interpersonal skills
• Able to use own initiative to resolve routine queries, in line with departmental
• procedures.
• Able to work with minimal supervision following set procedures.
• Ability to prioritise workload. Able to work to deadlines.
• Flexible approach to work and adaptable to
• change.
• Ability to work as a member of a team
• Knowledge of computer packages: Word, Excel, Outlook and Powerpoint.
• IT skills
• Knowledge of Data Protection and Caldicott Principles and understanding the requirement to maintain confidentiality
• Ability to use discretion and maintain confidentiality.
• Knowledge of NHS Practices/Procedures
• Clinical/Service knowledge
• Knowledge of systmone
• Knowledge of EPR

Experience

Desirable

• Experience of an administrative role providing general provision of
• administrative duties in a challenging and constantly changing environment.
• Experience of working within an NHS Environment
• Experience in setting up and
• maintaining office filing systems.

Employer details

Employer name

County Durham & Darlington NHS Foundation Trust

Address

Bishop Auckland General Hospital

Cockton Hill Road

Bishop Auckland

County Durham

DL14 6AD

Employer's website

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