Job summary
Job Title - Administration Assistant
Hours per week - 22.5
Permanent/Fixed term - Permanent
Salary - £22,383 per annum
Closing Date: 26th July 2024
Interview Date: 5th August 2024
This post may close early due to high numbers of applications, so you are advised to apply promptly.
All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.
A great and friendly place to work, so bring your passion, commitment and expertiseand enjoy the opportunities to make a difference every day.
Careers at George Eliot - 'Where you make a difference'
Main duties of the job
To efficiently undertake basic administration and clerical duties including:
- Provide general office and administration support to the Medical Rota Coordinator- Photocopy, print and scan documents as requested, deal with incoming and outgoing emails and carry out filing.- Receive visitors and New Doctors to the department in a professional and courteous manner.- Assist visitors and New Doctors by providing information and responding to routine queries.- Make and receive telephone calls in a professional and courteous manner.- Take clear, accurate messages and ensure these are passed on to the appropriate person.- Input data onto electronic systems as required.- Support the team to maintain accurate, timely and legible records.- Support administration duties for inductions- Use Microsoft packages to support administration duties for example generating word documents, power point presentations, using excel spreadsheets and email.- Assist in the preparation and organisation of meeting rooms and ensure the correct paperwork is available.- Book rooms as required.- Update department notice boards.
About us
Here at George Eliot our vision to 'excel at patient care' takes centre stage. An ever evolving clinically-led acute service provider we are on a journey to continually provide high quality, safe and responsive services delivered by inspiring, friendly and compassionate employees who share our corporate values which underpin everything we do. Our values are not just words on a piece of paper, they bond us together, reflect our ambition and shape who we are:
Effective Open Communication
excellence and safety in everything we do
Challenge but support
Expect respect and dignity
Local health that inspires confidence
Benefits:On-site nursery, 27 days minimum annual leave plus bank holidays, cycle to work scheme, flexible working, extensive in-house course learning directory, buying and selling of annual leave, subsidised restaurant, tranquillity garden and generous subsidised on-site parking.
Job description
Job responsibilities
Communication and Relationship Skills:- Provide excellent customer service both written and verbal in person, by telephone and email using tact, discretion and sensitivity.-Talk to colleagues, Doctors and visitors to the department in a courteous manner both in person and on the telephone ensuring they receive a friendly and helpful service.- Keep accurate, complete records consistent with legislation, policies and procedures.- Ensure confidentiality of both written and verbal information. - Display a professional attitude at all times.- Able to demonstrate activities to new starters.- Very occasionally support Post Graduates who are upset until support is available.Knowledge, Training and Experience:- Use Microsoft Office programmes for completing word documents and entering data into spreadsheets.- Take responsibility for personal performance and own development needs.- Seek to improve administration skills and understanding of the curriculums.- Maintain 100% compliance with statutory and mandatory learning.- Adhere to Trusts policies, procedures and guidelinesAnalytical and Judgemental Skills:- Use own judgement and problem solve as appropriate, referring to the appropriate person when necessary.- Demonstrate an energetic, dynamic and positive approach to challenging situations.Planning and Organisational Skills:- Work within the limits of own competence and responsibility and refer issues beyond these limits to appropriate person.- Organise own time and workload to meet deadlines.- Attend and take part in team meetings and regular reviews with line manager.- Be a flexible and supportive member of the team.Physical Skills:- Able to input data into electronic or paper based systems.- Able to move tables, chairs and equipment in education rooms.Effort:- Frequently exert moderate physical effort for several short periods during a working day, such as walking up and down stairs and around hospital wards- Frequently exert moderate mental effort. Concentration skills are required when dealing with frequent interruptions and unpredictable patterns of work.
Job description
Job responsibilities
Communication and Relationship Skills:- Provide excellent customer service both written and verbal in person, by telephone and email using tact, discretion and sensitivity.-Talk to colleagues, Doctors and visitors to the department in a courteous manner both in person and on the telephone ensuring they receive a friendly and helpful service.- Keep accurate, complete records consistent with legislation, policies and procedures.- Ensure confidentiality of both written and verbal information. - Display a professional attitude at all times.- Able to demonstrate activities to new starters.- Very occasionally support Post Graduates who are upset until support is available.Knowledge, Training and Experience:- Use Microsoft Office programmes for completing word documents and entering data into spreadsheets.- Take responsibility for personal performance and own development needs.- Seek to improve administration skills and understanding of the curriculums.- Maintain 100% compliance with statutory and mandatory learning.- Adhere to Trusts policies, procedures and guidelinesAnalytical and Judgemental Skills:- Use own judgement and problem solve as appropriate, referring to the appropriate person when necessary.- Demonstrate an energetic, dynamic and positive approach to challenging situations.Planning and Organisational Skills:- Work within the limits of own competence and responsibility and refer issues beyond these limits to appropriate person.- Organise own time and workload to meet deadlines.- Attend and take part in team meetings and regular reviews with line manager.- Be a flexible and supportive member of the team.Physical Skills:- Able to input data into electronic or paper based systems.- Able to move tables, chairs and equipment in education rooms.Effort:- Frequently exert moderate physical effort for several short periods during a working day, such as walking up and down stairs and around hospital wards- Frequently exert moderate mental effort. Concentration skills are required when dealing with frequent interruptions and unpredictable patterns of work.
Person Specification
Experience and Knowledge
Essential
- Experience of working in an office.
- Experience of providing customer service
- Experience of using a computer in a work environment
- Experience of using telephone and email in an office environment
Desirable
- Experience of inputting data into access data bases/excel
- Experience of using power point to create presentations
- Experience of using Moodle
- Experience of using ESR/OLM
- Experience of maintaining and ordering stationary stock
Qualifications
Essential
- Functional Skills Math's and English Level 1 OR GCSE English and Math's A-D grade
- Hold or be working towards a level 2 qualification in administration OR hold one of the following ? NVQ administration or ? RSA (The Royal Society of Arts) certificate - professional typing and word processing course or ? CLAIT - qualification in using computers or ? Microsoft Office Skills Course
Skills
Essential
- Good written and oral communication skills.
- Good interpersonal skills
- Ability to communicate with staff at all levels and maintain good working relationships
- Able to produce clear, well presented documents and letters
- Able to move equipment and set rooms up
- Able to maintain confidentiality of information at all times
- Able to recognise when to ask for help
- Able to manage own time
- Able to work independently and as part of a team
- Ability to work under pressure to meet required deadlines.
Personal Qualities
Essential
- Able to deal with demands of working in a busy office and different needs from colleagues on a daily basis
- Ability to concentrate despite interruptions in a busy office
- Willing to develop and attend training
- Displays a can do attitude
- Good timekeeper
- Able to work flexibly to meet the needs of the service
Desirable
- Able to attend external meetings occasionally
Person Specification
Experience and Knowledge
Essential
- Experience of working in an office.
- Experience of providing customer service
- Experience of using a computer in a work environment
- Experience of using telephone and email in an office environment
Desirable
- Experience of inputting data into access data bases/excel
- Experience of using power point to create presentations
- Experience of using Moodle
- Experience of using ESR/OLM
- Experience of maintaining and ordering stationary stock
Qualifications
Essential
- Functional Skills Math's and English Level 1 OR GCSE English and Math's A-D grade
- Hold or be working towards a level 2 qualification in administration OR hold one of the following ? NVQ administration or ? RSA (The Royal Society of Arts) certificate - professional typing and word processing course or ? CLAIT - qualification in using computers or ? Microsoft Office Skills Course
Skills
Essential
- Good written and oral communication skills.
- Good interpersonal skills
- Ability to communicate with staff at all levels and maintain good working relationships
- Able to produce clear, well presented documents and letters
- Able to move equipment and set rooms up
- Able to maintain confidentiality of information at all times
- Able to recognise when to ask for help
- Able to manage own time
- Able to work independently and as part of a team
- Ability to work under pressure to meet required deadlines.
Personal Qualities
Essential
- Able to deal with demands of working in a busy office and different needs from colleagues on a daily basis
- Ability to concentrate despite interruptions in a busy office
- Willing to develop and attend training
- Displays a can do attitude
- Good timekeeper
- Able to work flexibly to meet the needs of the service
Desirable
- Able to attend external meetings occasionally
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.
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).
Additional information
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).
