Neighbourhood services Office Assistant

Job description

Job responsibilities

Communication and Key Working Relationships

To deal efficiently and effectively with a wide range of enquiries from within and outside the NHS whilst promoting and developing good relationships and a positive image.

To use a range of communication tools effectively including email, letter, telephone.

To receive visitors, ensuring effective communication and courtesy at all times.

To work with the Administration Team Lead and Integrated Team Managers with admin support

Assist team members, team managers in arranging meetings and venues.

Planning and Organisation

To collate and distribute incoming and outgoing post on a daily basis.

To undertake scanning on behalf of the multi-disciplinary team.

To support the Integrated admin team, including, ID badges, car park permits, laptop and phone allocation, ordering and stock taking

To maintain and support room booking system for meetings and appointments for the team members.

Make judgements when dealing with enquiries, to resolve problems and respond in a timely fashion.

To devise, implement and maintain effective and efficient office systems including filing, post, diaries etc.

To assist in ensuring relevant files, papers, refreshments etc, are available for meetings.

To take initiative where necessary, prioritising the workload to ensure deadlines are met.

To maintain confidentiality and to ensure working practices are secure.

To compile standard letters as required.

Ordering agreed items.

Attend mandatory training as required.

Attend training courses as agreed with the Administration Team Lead.

Information Resources & Administrative Duties

Undertake a range of Database Administration tasks.

Use computers for data input and retrieval as appropriate.

To maintain and support room booking system for meetings and appointments for the team members.

To assist with entering data, using the Trusts computer network, regarding referrals, appointments etc.

If required, to attend meetings, take notes and carrying out actions as requested.

Any Other Specific Tasks Required

Responsibility for Patient/Client Care: Incidental contact. Greeting visitors, both internal and external stakeholders,

Attend admin team meetings.

Adheres to Somerset NHS Foundation Trust policies and procedures particularly in relation to confidentiality, health and safety and financial instructions.

Undertake surveys or audits, as necessary to own work.

To undertake additional tasks as required throughout the day.

Person Specification

Administrative experience

Essential

• Knowledge of IT equipment and computer literacy

Desirable

• Able to prioritise and work as part of a team

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Somerset NHS Foundation Trust

Address

Harrison House

Black Brook avenue

Taunton

TA2 1PX

Employer's website

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