Same Day Care - Administration Assistant

Job description

Job responsibilities

Role Summary

To work closely with Same Day Care operational management team and Urgent Treatment Centre (UTC) Service Lead. To undertake various ad-hoc admin duties.

Hours

37.5 hours per week (Monday Friday 7.5 hours per day, 0900 1700 with 30-minute break). Flexibility required to cover until 1830 occasionally

Main Duties and Responsibilities

1. Administration Duties

To work with operational management team and UTC Service Lead, carrying out various administrative duties, including on occasions travelling to NHUC same day care sites.

2. Adastra

Assist same day care colleagues in the day-to-day management of Adastra/Rotamaster/EMIS/Sentinel systems including setting up new clinicians, uploading voice recordings, case reports to Sentinel system.

3. Operational/Office duties

Assisting in maintaining the operational folders both electronic and hard copies for the same day care team

Where requested, attending to incoming/outgoing mail, emails and any messages received if required

Assisting in maintaining up to date information on notice boards/ information files

Assisting in filing system, records management/office organisation

4. Facilities Management

Assist the same day care team where required in their day-to-day facilities management of the service, which includes:

Helping with equipment maintenance

Helping with any Health & Safety actions required

5. Medicines Management

Support in undertaking stock checks, replenishing stock at same day care sites

Attending medicine Management meetings (via TEAMS) where required

6. Ad-Hoc

Undertaking any other reasonable admin responsibilities that are needed to ensure the same day care operation runs as efficiently as possible

Minute taking where required

Assisting with uniform orders/stock taking of uniform

Cover in-hours CAS administrator role (up to 1830) in event of any absence with full support of colleagues

Person Specification

Autonomy

Essential

• Self-motivated, able to work independently, organising and prioritising own workload to changing and often tight deadlines
• Requirement to be able to travel to other Same Day Care sites as requested

Qualifications

Essential

• Good standard of education (Minimum 5 GCSEs at grade 4 or above)
• or significant equivalent previous proven experience

Knowledge/Skills/Competencies

Essential

• Ability to use initiative and know when it is appropriate to seek advice
• Ability to learn job-specific IT systems
• Computer and IT literate use of MS office, 365 email/software/send & receive documents
• Exceptional organisational skills
• Clear communicator with excellent oral and writing skills
• Good attention to detail to ensure accuracy
• Ability to work on own initiative with guidance and input from managers, within standard operating systems
• Excellent time-keeping and reliability
• Tactful and diplomatic with an ability to maintain confidentiality
• and trust
• Ability to prioritise workload and remain calm under pressure
• Conscientious and hard working
• Willing and able to take personal responsibility
• Maintain a professional appearance
• Flexible in approach to the needs of the service and responsive to change.
• Team player

Experience

Essential

• Administration / clerical experience

Desirable

• Previous experience working in the NHS or public sector

Equality and Diversity

Essential

• Understanding of and commitment to equality of opportunity and good
• working relationships
• Supports and promotes equality and diversity

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

North Hampshire Urgent Care

Address

North Hampshire Urgent Care

19 Kingsmead

Farnborough

Hampshire

GU147SR

Employer's website

https://www.nhuc.co.uk/ (Opens in a new tab)