Job summary
Administrative Assistant Band
2 2 posts - full time post (37.5 hours) and part time post (15 hours)
The Continence Service is a dynamic and enthusiastic team providing
education, advice, support and clinical care for patients across health and
social care settings within Nottingham City.
We are looking for an enthusiastic, motivated and conscientious person
to work with the established team of nurses, physiotherapist and
administrators.
You will be working to support the Continence practitioners in the
provision of administrative tasks for the service and being the main liaison
and coordinator for the clinicians and patients using the service, therefore an
excellent telephone manner is essential. In addition you will assist with coordinating
prescriptions for continence products to patients in Nottingham.
You will need to demonstrate excellent
interpersonal and communication skills.
You must be able to prioritise tasks and manage time effectively; you
must also be able to work flexibly within the team ensuring cover during the
service hours.
Confidence in managing own workload in a timely and
effective way, whilst dealing with patients / carers in a caring and
professional manner is essential. Experience with customers and/or patients on
the telephone is essential.
The service hours are Monday Friday 8.30 - 4.30pm
excluding weekends and bank holidays.
For further information please contact Joanne Disney
Clinical Service Manager 0115 8834204 or 07741 299053
Main duties of the job
The
successful candidate will work within the established team and will liaise
with clinicians, members of the public and companies who provide products.
Call
handling will be the main duty of the role however there will also be some
general administrative tasks.
Please
see the job description and person specification for more details.
About us
We are a provider of NHS
Community Health Services, CityCare exists to support the health and wellbeing
of all local people, working alongside other health and care partners to
achieve this. We are a value driven, people business with a passion for excellence.
Our vision and social purpose is to make a difference everyday to the health
& wellbeing of our communities and our values of kindness, respect, trust
and honesty lie at the heart of everything we do, guiding how we work together
with partners and each other to consistently deliver high quality compassionate
care. As a social enterprise we aim to add social value by investing in the
future of our local communities and helping to make a difference in peoples
lives.
CityCare value the benefits of a diverse and inclusive
workforce. We encourage applications from candidates who identify as disabled,
LGBT+ or from a Black, Asian or Minority Ethnic (BAME) background, as they are
currently under-represented within our organisation.
CityCare is an equal opportunities employer. We are positive
about employing people with disabilities. If you require your application in a
different format please contact Human Resources on 0115 8839418. CityCare is
committed to the protection of vulnerable adults and children.
Job description
Job responsibilities
Job Purpose
- To provide clerical/ administrative support for the day to day administration for continence service within Adult Services
- Work effectively as part of a busy administration team
Dimensions
- Ensure team are aware of own role and any new information for cover arrangements or support
- To actively participate in CityCare mandatory training and team specific training
Key Responsibilities
- To provide full clerical/ administrative support to the Bladder and Bowel Specialist Service within Adult and Paediatric Services on a day to day basis
- To have a good working knowledge and experience of Microsoft Office in particular Microsoft Word to produce letters and other word processed documents to a high standard and knowledge of Microsoft Access and Excel for maintaining in house databases / spreadsheets and Outlook for diary management / e-mails
- To have accurate keyboard skills and attention to detail when using SystmOne
- To be responsible for answering and fielding telephone calls appropriately from a wide variety of sources where there may be barriers to understanding. To record telephone messages in writing and act promptly if urgent responses are needed
- To accurately collate and input data and produce statistics as and when required
- To maintain diaries, make appointments, arrange meetings etc. as and when required
- To undertake general office procedures including photocopying, faxing, filing and the distribution of mail
- To update office systems/procedures as required, in collaboration with the team
- To work effectively as part of a team to provide cover for other administration staff when required and to be flexible regarding working hours to meet the needs of the service.
- To be customer focused on behalf of the service and ensure that the reception people are given is welcoming and helpful
- To maintain strict confidentiality in all aspects of work in line with policies and the Data Protection Act
- To plan / organise work using own initiative within set departmental parameter
- To undertake any additional duties as appropriate and delegated by the senior administrators and the service managers.
Communications & Relationships
Internal
- The Board
- Executive Directors and Non-Executive Directors
- Senior Team Managers
- Trade Union Representatives
- Employees within CityCare
External
- Local Business and Enterprise
- Chamber of Commerce
- Social Enterprise UK
- Other health and care providing organisations
- Clinical Commissioning Group staff and Commissioners
- Local Authority staff
- Public and external stakeholders
- Relevant regulatory bodies e.g. NHSI; CIC Regulator; CQC
- Patient Representative Groups
- Health Education Providers
- Trade Union/Professional organisations Regional Officers
- Internal and External Auditors
- Solicitors
Media and Marketing
To accept responsibility for media presentations both written and visual.
Others
Physical Effort
- Light physical effort
- Using a keyboard and monitor for the majority of the day.
Emotional Effort
- The post holder will be dealing with sensitive and confidential information.
- May have to work to deadlines in a pressurized environment.
- Involvement with the general public over the telephone which may include aggressive, emotional and challenging behaviours.
General
- The post holder may be required to work at any identified site where CityCare services are delivered.
Job description
Job responsibilities
Job Purpose
- To provide clerical/ administrative support for the day to day administration for continence service within Adult Services
- Work effectively as part of a busy administration team
Dimensions
- Ensure team are aware of own role and any new information for cover arrangements or support
- To actively participate in CityCare mandatory training and team specific training
Key Responsibilities
- To provide full clerical/ administrative support to the Bladder and Bowel Specialist Service within Adult and Paediatric Services on a day to day basis
- To have a good working knowledge and experience of Microsoft Office in particular Microsoft Word to produce letters and other word processed documents to a high standard and knowledge of Microsoft Access and Excel for maintaining in house databases / spreadsheets and Outlook for diary management / e-mails
- To have accurate keyboard skills and attention to detail when using SystmOne
- To be responsible for answering and fielding telephone calls appropriately from a wide variety of sources where there may be barriers to understanding. To record telephone messages in writing and act promptly if urgent responses are needed
- To accurately collate and input data and produce statistics as and when required
- To maintain diaries, make appointments, arrange meetings etc. as and when required
- To undertake general office procedures including photocopying, faxing, filing and the distribution of mail
- To update office systems/procedures as required, in collaboration with the team
- To work effectively as part of a team to provide cover for other administration staff when required and to be flexible regarding working hours to meet the needs of the service.
- To be customer focused on behalf of the service and ensure that the reception people are given is welcoming and helpful
- To maintain strict confidentiality in all aspects of work in line with policies and the Data Protection Act
- To plan / organise work using own initiative within set departmental parameter
- To undertake any additional duties as appropriate and delegated by the senior administrators and the service managers.
Communications & Relationships
Internal
- The Board
- Executive Directors and Non-Executive Directors
- Senior Team Managers
- Trade Union Representatives
- Employees within CityCare
External
- Local Business and Enterprise
- Chamber of Commerce
- Social Enterprise UK
- Other health and care providing organisations
- Clinical Commissioning Group staff and Commissioners
- Local Authority staff
- Public and external stakeholders
- Relevant regulatory bodies e.g. NHSI; CIC Regulator; CQC
- Patient Representative Groups
- Health Education Providers
- Trade Union/Professional organisations Regional Officers
- Internal and External Auditors
- Solicitors
Media and Marketing
To accept responsibility for media presentations both written and visual.
Others
Physical Effort
- Light physical effort
- Using a keyboard and monitor for the majority of the day.
Emotional Effort
- The post holder will be dealing with sensitive and confidential information.
- May have to work to deadlines in a pressurized environment.
- Involvement with the general public over the telephone which may include aggressive, emotional and challenging behaviours.
General
- The post holder may be required to work at any identified site where CityCare services are delivered.
Person Specification
Qualifications
Essential
- Good standard of general education
Experience
Essential
- Experience with Microsoft office packages.
- Experience of working with IT.
- Experience of working in administration.
- Experience of customer service.
Desirable
- Experience of working in a health or social care environment.
- Experience of high volume call handling.
Special Requirements
Essential
- Able to be flexible within the contracted hours to meet the needs of the service
Skills & Attributes
Essential
- An understanding of confidentiality and data protection.
- Able to prioritise workload and manage time effectively.
- Able to work well within a team.
- Excellent written and verbal communication skills.
- Demonstrates a positive attitude with a willingness to learn and develop.
- Customer service skills.
Desirable
- An understanding of CityCare services.
- Experience of working in a health or social care environment.
Person Specification
Qualifications
Essential
- Good standard of general education
Experience
Essential
- Experience with Microsoft office packages.
- Experience of working with IT.
- Experience of working in administration.
- Experience of customer service.
Desirable
- Experience of working in a health or social care environment.
- Experience of high volume call handling.
Special Requirements
Essential
- Able to be flexible within the contracted hours to meet the needs of the service
Skills & Attributes
Essential
- An understanding of confidentiality and data protection.
- Able to prioritise workload and manage time effectively.
- Able to work well within a team.
- Excellent written and verbal communication skills.
- Demonstrates a positive attitude with a willingness to learn and develop.
- Customer service skills.
Desirable
- An understanding of CityCare services.
- Experience of working in a health or social care environment.
