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)

Please contact Lisa Fletcher, Admin Team Lead, lisa.fletcher23@nhs.net to discuss this opportunity or apply in full on NHS Jobs now.

Person Specification

Special Skills & Knowledge

Essential

• Knowledge of computer packages, e.g.
• Word, Excel, Outlook and PowerPoint
• . IT Skills
• . Ability to use email and maintain and update paper and electronic diaries
• . Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality
• . Ability to use discretion and maintain confidentiality
• . Good interpersonal skills
• . Excellent verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages.
• . Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public
• . 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 organise and prioritise workload in order to meet deadlines

Desirable

• Knowledge of medical terminology
• System1 experience

Qualifications

Essential

• Good Standard of Education - Minimum of
• 3 GCSEs (or equivalent) at C Grade or above including English Language

Desirable

• NVQ Level 2 in Business Administration or equivalent knowledge/experience (or working towards)

Experience

Essential

• . Experience of an administrative role
• providing general provision of administrative duties in a challenging and constantly changing environment
• . Demonstrate Experience of using Microsoft Word
• . Experience in setting up and maintaining office filing systems
• . Experience in planning and organising meetings and taking notes
• . Experience of providing administrative support to a team

Desirable

• . Experience of working within an NHS Environment

Special Requirements

Essential

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

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.

Employer details

Employer name

County Durham & Darlington NHS Foundation Trust

Address

Chester Le Street Community Hospital

Front Street

Chester Le Street

County Durham

DH3 3AT

Employer's website

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