Job summary
Are you a confident, and flexible person, with excellent engagement, customer care, and communication skills, who can work as part of a creative and motivated team? If you are, we would really like to hear from you!
We are looking for a highly motivated, enthusiastic and caring individual to join our West Place Admin Team, who likes variety and is able to work flexibly, efficiently and independently to support a range of services.
The Peripatetic Administration Assistant role provides essential cover for the administrative roles that support the West Community Services; this will include; out-patient receptions, in-patient units as well as general and specialist administration.
Having your own transport is essential for this role as you will expected to travel to different locations. The hours for this part time post are 18.75 per week, the ideal is 3 days one week and 2 days the next as the requirement is whole day cover, the requirement is to be able to be flexible.
Main duties of the job
Applicants must possess excellent communication and administration skills, with strong knowledge of all Microsoft Applications. Candidates must be able to work as part of a team and independently as well as being able to use their initiative and work to deadlines with attention to detail and accuracy.
The post holder will need to have previous administration and secretarial experience, including experience of undertaking a range of administrative duties as well as having excellent customer care skills.
Applicants will need to be able to evidence a solid background working in a busy office environment, preferably with experience of working in the NHS. Knowledge of SystmOne would be an advantage, but training can be provided for the successful candidate.
The ability to work flexibly across different roles and as part of a team in a busy office environment is essential. The postholder will be required to work proactively, have good numerical skills and be able to multi-task, demonstrating self-management and prioritisation of their workload.
The base for this post is St James Clinic, Kings Lynn, but the post holder will be required to travel frequently to other sites in the Locality, for example, Queen Elizabeth Hospital and Swaffham Community Hospital. The successful candidate will need to hold a clean, full UK driving license, be flexible and versatile and have access to their own vehicle or be able to make alternative travel arrangements to meet the needs of the service.
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.
- Good benefits package including a minimum 27 days annual leave, plus Bank Holidays, increasing after 5 years and 10 years to a maximum of 33 days
- Opportunity to join the NHS pension scheme.
- Wellbeing support (gyms, free eyesight test, cycle to work scheme, wellbeing resources)
- Supportive positive culture that is Well-Led with regular supervision
- Comprehensive in house and external training programmes available
- NHS discounts and many more
Please note that applications are accepted by completion of our on-line application form. We cannot accept CV's.
Job description
Job responsibilities
Main Duties & Responsibilities
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.
- To cover shift times from 08:00 to 16:30 hours, excluding weekends and public holidays.
- 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 non-routine, 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, 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).
1. 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 notes at meetings.
2. 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.
3. 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 on a timely manner.
4. 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.
5. Inputting onto various databases and systems, e.g. SystmOne, PAS, Powergate and designated spreadsheets, within the required timescales and deadlines. This includes scanning referrals, which may be urgent, liaising with health professionals to correctly process the referrals.
6. 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.
7. 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.
8. 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.
9. 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.
10. Provide cover in other departments as required, during periods of absence, as directed by the Admin Team Leader. This will require travel to other sites.
11. It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
Job description
Job responsibilities
Main Duties & Responsibilities
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.
- To cover shift times from 08:00 to 16:30 hours, excluding weekends and public holidays.
- 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 non-routine, 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, 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).
1. 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 notes at meetings.
2. 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.
3. 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 on a timely manner.
4. 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.
5. Inputting onto various databases and systems, e.g. SystmOne, PAS, Powergate and designated spreadsheets, within the required timescales and deadlines. This includes scanning referrals, which may be urgent, liaising with health professionals to correctly process the referrals.
6. 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.
7. 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.
8. 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.
9. 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.
10. Provide cover in other departments as required, during periods of absence, as directed by the Admin Team Leader. This will require travel to other sites.
11. It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
Person Specification
Qualifications
Essential
- oNumerate and literate, with Maths and English GCSE (Grade C or above), or equivalent
- oNVQ Level 3 in Business Administration, or equivalent experience
Desirable
- oECDL, or equivalent IT qualification or equivalent experience
Experience
Essential
- oProven administration experience in a busy office environment
- oProven experience of working as part of a team
- oProven ability to organise and service meetings
- oPrevious NHS administration experience
Desirable
- oKnowledge of NHS ordering systems
- oKnowledge of computerised patient's administration systems e.g. SystmOne and PAS
- oKnowledge of PAS
Skills, Abilities and Knowledge
Essential
- oComprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook
- oExcellent organisational and communication skills
- oAbility to work on own initiative and manage own workload
- oAbility to work without direct supervision
- oProven ability to demonstrate systematic approach to prioritisation or work and cope under pressure to meet deadlines
Personal Attributes / Behaviours
Essential
- oEnthusiastic and motivated
- oCommitted to providing the best possible service to patients
- oArticulate, calm, polite and well-motivated
- oTeam Player
- oTact and diplomacy
- oAble to work on own initiative
Other
Essential
- oFlexible attitude and approach to work to meet patient/service needs
- oMust hold a clean, full UK driving license and have access to a vehicle or be able to make alternative travel arrangements to meet the needs of the service
- oWillingness to cover in other geographical locations
Person Specification
Qualifications
Essential
- oNumerate and literate, with Maths and English GCSE (Grade C or above), or equivalent
- oNVQ Level 3 in Business Administration, or equivalent experience
Desirable
- oECDL, or equivalent IT qualification or equivalent experience
Experience
Essential
- oProven administration experience in a busy office environment
- oProven experience of working as part of a team
- oProven ability to organise and service meetings
- oPrevious NHS administration experience
Desirable
- oKnowledge of NHS ordering systems
- oKnowledge of computerised patient's administration systems e.g. SystmOne and PAS
- oKnowledge of PAS
Skills, Abilities and Knowledge
Essential
- oComprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook
- oExcellent organisational and communication skills
- oAbility to work on own initiative and manage own workload
- oAbility to work without direct supervision
- oProven ability to demonstrate systematic approach to prioritisation or work and cope under pressure to meet deadlines
Personal Attributes / Behaviours
Essential
- oEnthusiastic and motivated
- oCommitted to providing the best possible service to patients
- oArticulate, calm, polite and well-motivated
- oTeam Player
- oTact and diplomacy
- oAble to work on own initiative
Other
Essential
- oFlexible attitude and approach to work to meet patient/service needs
- oMust hold a clean, full UK driving license and have access to a vehicle or be able to make alternative travel arrangements to meet the needs of the service
- oWillingness 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.
