Administration Assistant

Job description

Job responsibilities

1. To carry out and prioritise a variety of administrative and clerical duties and undertake othergeneral office duties (prioritising and generate own workload), which will include:

Using a range of software programmes and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which 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 nonroutine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience. Photocopying, scanning, emailing, faxing, 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, supervise 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.

2 To maintain schedules and diaries, organise and service meetings and clinics, which mayinvolve 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 of meetings.3 To undertake receptionist/telephonist duties, receiving and processing telephone calls, including referrals, which may be urgent, liaising with health professionals to correctly process referrals. To also make appointments for MSK / Continence patients.4 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.5 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, EROS and carrying out research into goods and services as directed.6 Inputting onto various databases and systems, e.g. SystmOne, PAS, EASY and designated spreadsheets, within the required timescales and deadlines.7 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.8 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.9 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.10 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.11 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.12 It is the post holders responsibility to ensure that they have undertaken all mandatory training

Person Specification

Qualifications

Essential

• Numerate and literate, with Maths and English GCSE (Grade C or above), or equivalent
• Good keyboard and IT skills
• NVQ Level 3 in Business Administration or equivalent experience

Desirable

• Shorthand
• RSA typing or equivalent experience

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 NHS invoicing systems

Skills, Abilities and Knowledge

Essential

• Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook
• Audio typing
• Good organisational and communications 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
• Minute taking

Desirable

• Enhanced IT Skills
• Planning Skills

Communication

Essential

• Able to communicate of written and verbal English language

Personal and People Development

Essential

• Enthusiastic and motivated
• Committed to providing the best possible service to patients showing care and compassion
• Tact and diplomacy
• Team Player

Personal Attributes

Essential

• Able to identify with the Trust's commitment to safeguarding and promoting the welfare of children and young people/vulnerable adults.

Other

Essential

• Flexible attitude and approach to work
• Able to make own transport arrangement

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

Norfolk Community Health and Care NHS Trust

Address

Norwich Community Hospital

Bowthorpe Road

Norwich

NR2 3TU

Employer's website

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