Job summary
This post is commencing as a Band 2 Administration Assistant for Norwich Place and upon completing Business Administration Level 3 NVQ and progression framework, progressing to a Band 3 Administration Assistant for Norwich Place. The expected time for completion of NVQ is over a 18-month period. This is a developed pathway to enable career progression within our Norwich Place Admin Team to support administrative staff through the stages of their careers and offer a fully funded Level 3 NVQ qualification as part of the programme.
Your training will be supported by a dedicated in-house administrative team, our Clinical Education Team, and the wider admin and clinical teams throughout.
At the end of the 18-month period, you will be expected to have reached an equivalent stage of development as outlined in the progression criteria below. Upon successful completion of this period you will remain in our Norwich Place Admin Team as an entry-level Band 3 Administration Assistant.
Applicants must be willing to undertake and successfully complete the Business Administration Level 3 NVQ within an 18 month period.
Main duties of the job
Progression Criteria:
- Completion of Level 3 Business Administration NVQ at grade 'Pass' or above.
- Ability to independently maintain schedules/diaries and organise and service meetings. This will include resolving appointment conflicts, issuing meeting invitations, formulating agendas, distributing papers, making room bookings and greeting visitors and taking formal minutes or notes at meetings.
- Updating HealthRoster to support Senior Leaders & Clinical Operations Managers with staffing information, such as adding or adjusting shift patterns, adding staff sickness and adding/cancelling annual leave requests from staff as directed by the relevant Service Lead/Manager.
- Assisting Senior Leaders with typing and formatting of confidential letters to staff, which can relate to staff sickness or performance, as well as typing meeting outcome letters and transcribing for investigations.
- Show progression in ability to be proactive, organised and learn independently in role to deliver against specified timescales and deadlines.
- In the absence of the Personal Assistant, support with relevant duties commensurate with banding.
*This list is not exhaustive and progression to Band 3 grading will be dependent on performance in the role. This is measured by the Admin Team Lead and Personal Assistant / Supervisor through regular probationary period meetings over 6 months, followed by 6-8 weekly supervisions upon successful completion of probationary period.
About us
Apply now to join an organisation that has been awarded an 'Outstanding' rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.
Job description
Job responsibilities
To provide a comprehensive, pro-active secretarial and administrative support for the Norwich Senior Management Team ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard. To provide an efficient, safe and secure storesservice on the NCH site to all users. Contributing to the smooth running of the services within Norwich Place, supporting the Senior Management Team and the Community Nursing and Therapy Teams; working closely with the Norwich Place Personal Assistant.
To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload), which will include:
- Dealing appropriately with all telephone enquiries as well as face to face patient contact, which may on occasion be upsetting.
- Using a range of software programmes and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations. This may include regularly dealing with matters of a complex and/or distressing nature.
- Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience.
- Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents.
- Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner.
- Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner.
- Researching appropriate websites, downloading and circulating documents, as requested.
- Where required, work as a team with a group of staff on a daily basis.
- Identify and report areas within working processes and procedures that could improve service delivery.
- Assist Managers in the HR and recruitment process for new starters and prepare relevant paperwork for Managers to authorise changes to current staffs circumstances. Be point of contact for staff to provide information on Trusts processes (i.e. HR, Mileage claims and answer general enquiries to assist staff, especially new starters).
- To maintain schedules and diaries, organise and service meetings and clinics, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring notes are ready for clinics, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes at meetings.
- To undertake receptionist/telephonist duties, be a point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner.
- To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patients fears and lack of understanding. Exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.
- To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning/authorising and receipting goods and services on the NHS procurement system, Powergate, and carrying out research into goods and services as directed.
- Be responsible for the efficient, secure and safe running of the NCH stock rooms by devising relevant operational procedures and ensuring they are in place, maintaining up to date records of all stock products in and out of the area, including carrying out aweekly stock take, reporting any discrepancies or issues to the Personal Assistant and Admin Team Leader.
- As part of the Norwich Place centralised stock management process, supporting the team with the following tasks: Ordering and receipting all consumable stock Carrying out a weekly stock take of all goods Receiving and checking goods and reporting any discrepancies or other issues within procedural deadlines Putting stock away in the stores room, maintaining stock levels with daily top-ups at NCH Arranging onward distribution to relevant departments or sites if required Maintaining up to date information recorded on stock spreadsheets including baselines and previous orders Liaise with suppliers to resolve any issues or queries
- Inputting onto various databases and systems, e.g. SystmOne, Onpos, HealthRoster, TRAC, Cloudbooking, Powergate and designated spreadsheets, within the required timescales and deadlines. This may include scanning referrals, which may be urgent, and liaising with health professionals to correctly process the referrals.
- To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.
- In conjunction with colleagues, to be responsible for ensuring that petty cash, monies or valuables are accurately recorded and banked promptly and that a regular audit is carried out to ensure compliance with procedures and financial standing orders.
- To implement policies for own work area and propose changes, as necessary and demonstrating required duties to new starters. To monitor and report sickness absence and annual leave.
- To receive controlled items including (but not exclusively), prescription pads and drugs, in accordance with Trust Protocol Guidelines, ensuring secure storage and distribution to the relevant disciplines.
- Provide cover in other departments, including Reception, during periods of absence, as directed by the Admin Team Leader. This may require travelling to other sites.
- It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
Full details on B2 & B3 Job Descriptions attached to this advert.
Job description
Job responsibilities
To provide a comprehensive, pro-active secretarial and administrative support for the Norwich Senior Management Team ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard. To provide an efficient, safe and secure storesservice on the NCH site to all users. Contributing to the smooth running of the services within Norwich Place, supporting the Senior Management Team and the Community Nursing and Therapy Teams; working closely with the Norwich Place Personal Assistant.
To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload), which will include:
- Dealing appropriately with all telephone enquiries as well as face to face patient contact, which may on occasion be upsetting.
- Using a range of software programmes and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations. This may include regularly dealing with matters of a complex and/or distressing nature.
- Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience.
- Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents.
- Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner.
- Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner.
- Researching appropriate websites, downloading and circulating documents, as requested.
- Where required, work as a team with a group of staff on a daily basis.
- Identify and report areas within working processes and procedures that could improve service delivery.
- Assist Managers in the HR and recruitment process for new starters and prepare relevant paperwork for Managers to authorise changes to current staffs circumstances. Be point of contact for staff to provide information on Trusts processes (i.e. HR, Mileage claims and answer general enquiries to assist staff, especially new starters).
- To maintain schedules and diaries, organise and service meetings and clinics, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring notes are ready for clinics, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes at meetings.
- To undertake receptionist/telephonist duties, be a point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner.
- To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patients fears and lack of understanding. Exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.
- To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning/authorising and receipting goods and services on the NHS procurement system, Powergate, and carrying out research into goods and services as directed.
- Be responsible for the efficient, secure and safe running of the NCH stock rooms by devising relevant operational procedures and ensuring they are in place, maintaining up to date records of all stock products in and out of the area, including carrying out aweekly stock take, reporting any discrepancies or issues to the Personal Assistant and Admin Team Leader.
- As part of the Norwich Place centralised stock management process, supporting the team with the following tasks: Ordering and receipting all consumable stock Carrying out a weekly stock take of all goods Receiving and checking goods and reporting any discrepancies or other issues within procedural deadlines Putting stock away in the stores room, maintaining stock levels with daily top-ups at NCH Arranging onward distribution to relevant departments or sites if required Maintaining up to date information recorded on stock spreadsheets including baselines and previous orders Liaise with suppliers to resolve any issues or queries
- Inputting onto various databases and systems, e.g. SystmOne, Onpos, HealthRoster, TRAC, Cloudbooking, Powergate and designated spreadsheets, within the required timescales and deadlines. This may include scanning referrals, which may be urgent, and liaising with health professionals to correctly process the referrals.
- To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.
- In conjunction with colleagues, to be responsible for ensuring that petty cash, monies or valuables are accurately recorded and banked promptly and that a regular audit is carried out to ensure compliance with procedures and financial standing orders.
- To implement policies for own work area and propose changes, as necessary and demonstrating required duties to new starters. To monitor and report sickness absence and annual leave.
- To receive controlled items including (but not exclusively), prescription pads and drugs, in accordance with Trust Protocol Guidelines, ensuring secure storage and distribution to the relevant disciplines.
- Provide cover in other departments, including Reception, during periods of absence, as directed by the Admin Team Leader. This may require travelling to other sites.
- It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
Full details on B2 & B3 Job Descriptions attached to this advert.
Person Specification
Qualifications
Essential
- Numerate and literate, with Maths and English GCSE (Grade C or above), or equivalent
- NVQ Level 2 in Customer Service, or equivalent experience
- Proven IT skills
- Must be willing to undertake and successfully complete the Business Administration Level 3 NVQ within an 18 month period.
Desirable
- ECDL, or equivalent IT qualification
Experience
Essential
- Proven administration experience in a busy office environment
- Proven experience of working as part of a team
- Proven ability to organise and service meetings
Desirable
- Knowledge of NHS ordering systems
- Knowledge of SystmOne
- Knowledge of NHS
Skills, abilities & knowledge
Essential
- Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook
- Advanced typing skills
- Good organisational and communication skills
- Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
- Articulate, calm, polite and well-motivated with a positive attitude to customer care
- Effective communication and listening skills, in both written and verbal formats
Desirable
- Enhanced IT skills
- Planning skills
- Customer care skills
Personal attributes & behaviours
Essential
- Enthusiastic and motivated
- Committed to providing the best possible service to patients
- Tact and diplomacy
- Team player
Other
Essential
- Flexible attitude and approach to work to meet the needs of the service
- Able to make own transport arrangement to meet the needs of the service
- Willingness to cover in other geographical locations
Person Specification
Qualifications
Essential
- Numerate and literate, with Maths and English GCSE (Grade C or above), or equivalent
- NVQ Level 2 in Customer Service, or equivalent experience
- Proven IT skills
- Must be willing to undertake and successfully complete the Business Administration Level 3 NVQ within an 18 month period.
Desirable
- ECDL, or equivalent IT qualification
Experience
Essential
- Proven administration experience in a busy office environment
- Proven experience of working as part of a team
- Proven ability to organise and service meetings
Desirable
- Knowledge of NHS ordering systems
- Knowledge of SystmOne
- Knowledge of NHS
Skills, abilities & knowledge
Essential
- Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook
- Advanced typing skills
- Good organisational and communication skills
- Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
- Articulate, calm, polite and well-motivated with a positive attitude to customer care
- Effective communication and listening skills, in both written and verbal formats
Desirable
- Enhanced IT skills
- Planning skills
- Customer care skills
Personal attributes & behaviours
Essential
- Enthusiastic and motivated
- Committed to providing the best possible service to patients
- Tact and diplomacy
- Team player
Other
Essential
- Flexible attitude and approach to work to meet the needs of the service
- Able to make own transport arrangement to meet the needs of the service
- Willingness to cover in other geographical locations
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.
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).
Additional information
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.
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).
