Job summary
To provide an administrative service to the Department.
To plan and organise own work schedule with the use of appropriate planning aids, demonstrating good time management and ensure anticipated difficulties in meeting deadlines are promptly reported.
Deal with Consultants requests for actioning urgent correspondence, medico-legal reports and any other appropriate adhoc correspondence requested in line with the Trusts policies and procedures
To obtain and organise information in support of own work activities, maintain confidentiality in accordance with organisation procedures.
To provide administrative support to all meetings. This will include the preparation and distribution of agendas, taking and distributing minutes and other documents for meetings, arranging venues, refreshments etc.
Take minutes as required ensuring they are accurate and actioned in a timely manner.
Answer queries from colleagues, GP's and patients in a timely and professional manner.
To ensure that secure systems are in place for the storage of all resources including computerised information.
Main duties of the job
Directorate/Departmental Specific Duties for role:
To provide an administrative service to the Department including assisting clinicians with sending letters, collecting and distributing post, and ensuring phone calls are dealt with in a professional and timely manner.
Provide administrative support to meetings. This will include taking and distributing minutes and other documents for meetings.
Assist the workforce coordinator in the maintenance of department rotas. Answer queries where appropriate and update the rota with information shared.
Communicate changes to the rota and service to relevant parties.
Ensure sickness and other absences are recorded on Health Roster, the rota, and departmental databases. To ensure all necessary paperwork is completed in relation to sickness absence in line with Trust policy.
Deputise for the Workforce Coordinator where appropriate and provide cover for leave.
Pre-Assessment clinics: Liaising with leads for CPEX, High Risk and Obstetric High Risk anaesthetic clinics, ensuring that all clinics are fully utilised. Maintain an overview of the rota to ensure consultant leave on clinic days is flagged so that cover can be arranged, or alternative clinics arranged.
Monitoring Epic work queues for unoutcomed appointments and unbooked appointments, dealing with results and queries as appropriate.
About us
Frimley Health NHS Foundation Trust is committed to being an inclusive and disability confident employer and has been awarded the Gold for the Armed Forces Employment Recognition Scheme. We provide first class development opportunities for all staff and have a wide range of professional, management and leadership, and clinical skills training available.
Here at Frimley Health NHS Foundation Trust, we know how important it is to have a healthy work life balance; this benefits not only individuals but the patients we care for too.
We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service and its users.
Frimley Health Trust benefits on Vimeo
Job description
Job responsibilities
Directorate/Departmental Specific Duties for role:
To provide an administrative service to the Department including assisting clinicians with sending letters, collecting and distributing post, and ensuring phone calls are dealt with in a professional and timely manner.
Provide administrative support to meetings. This will include taking and distributing minutes and other documents for meetings.
Assist the workforce coordinator in the maintenance of department rotas. Answer queries where appropriate and update the rota with information shared.
Communicate changes to the rota and service to relevant parties.
Ensure sickness and other absences are recorded on Health Roster, the rota, and departmental databases. To ensure all necessary paperwork is completed in relation to sickness absence in line with Trust policy.
Deputise for the Workforce Coordinator where appropriate and provide cover for leave.
Pre-Assessment clinics: Liaising with leads for CPEX, High Risk and Obstetric High Risk anaesthetic clinics, ensuring that all clinics are fully utilised. Maintain an overview of the rota to ensure consultant leave on clinic days is flagged so that cover can be arranged, or alternative clinics arranged.
Monitoring Epic work queues for unoutcomed appointments and unbooked appointments, dealing with results and queries as appropriate.
Job description
Job responsibilities
Directorate/Departmental Specific Duties for role:
To provide an administrative service to the Department including assisting clinicians with sending letters, collecting and distributing post, and ensuring phone calls are dealt with in a professional and timely manner.
Provide administrative support to meetings. This will include taking and distributing minutes and other documents for meetings.
Assist the workforce coordinator in the maintenance of department rotas. Answer queries where appropriate and update the rota with information shared.
Communicate changes to the rota and service to relevant parties.
Ensure sickness and other absences are recorded on Health Roster, the rota, and departmental databases. To ensure all necessary paperwork is completed in relation to sickness absence in line with Trust policy.
Deputise for the Workforce Coordinator where appropriate and provide cover for leave.
Pre-Assessment clinics: Liaising with leads for CPEX, High Risk and Obstetric High Risk anaesthetic clinics, ensuring that all clinics are fully utilised. Maintain an overview of the rota to ensure consultant leave on clinic days is flagged so that cover can be arranged, or alternative clinics arranged.
Monitoring Epic work queues for unoutcomed appointments and unbooked appointments, dealing with results and queries as appropriate.
Person Specification
Qualifications
Essential
- oGCSE English and Maths pass or equivalent
- oECDL or equivalent
- oMS Word for Windows
- oExperience of working in an office environment
- oNVQ Level 3 Administration or equivalent practical knowledge
Experience
Essential
- oCompetent with current software programmes (i.e. MS Word, Excel, PowerPoint)
- oExperience of taking and recording meeting minutes
- oBe able to work in a busy environment and remain calm under pressure.
- oExperience of working within a team environment
Desirable
- oWorking in the NHS either in a hospital/private practice/GP setting
- oProvide general non-clinical advice
Skills & Knowledge
Essential
- oAble to observe patient confidentiality
- oBehave in an ethical and professional manner
Special Requirements
Essential
- oAble to observe patient confidentiality
- oBehave in an ethical and professional manner
- oAware of own strengths and limitations
- oFlexible, adaptable and ability to manage change
- oGood attendance record
- oWillingness and ability to comply with the Trust's corporate image policy
- oReliable
Person Specification
Qualifications
Essential
- oGCSE English and Maths pass or equivalent
- oECDL or equivalent
- oMS Word for Windows
- oExperience of working in an office environment
- oNVQ Level 3 Administration or equivalent practical knowledge
Experience
Essential
- oCompetent with current software programmes (i.e. MS Word, Excel, PowerPoint)
- oExperience of taking and recording meeting minutes
- oBe able to work in a busy environment and remain calm under pressure.
- oExperience of working within a team environment
Desirable
- oWorking in the NHS either in a hospital/private practice/GP setting
- oProvide general non-clinical advice
Skills & Knowledge
Essential
- oAble to observe patient confidentiality
- oBehave in an ethical and professional manner
Special Requirements
Essential
- oAble to observe patient confidentiality
- oBehave in an ethical and professional manner
- oAware of own strengths and limitations
- oFlexible, adaptable and ability to manage change
- oGood attendance record
- oWillingness and ability to comply with the Trust's corporate image policy
- oReliable
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.
