Administration Assistant

Dartford and Gravesham NHS Trust

The closing date is 02 December 2024

Job summary

1 year fixed term contract - based at Queen Mary's Hospital, Sidcup

We are looking for a keen Administrative Assistant to provide full administrative support for the administration team at Darent Valley Hospital based on the Queen Mary's Hospital site. This is a one year fixed term contract covering maternity leave. The successful candidate's primary role will be the first point of contact for our administration team, answering the telephone, taking messages and dealing with queries, managing generic email inbox, managing incoming and outgoing post, stationery ordering and day to day support for the wider administration team of secretaries, typists and clinical staff, helping the office to run smoothly. You will have great administrative and data entry skills, a flexible approach and lots enthusiasm.

A good general education including GCSE English and Maths is required together with an excellent working knowledge of Microsoft Office packages and confident in the use of IT is essential along with good keyboard skills as there may be a requirement for clinic letter typing. Applicants must have good communication skills with a professional and friendly demeanour. The ability to use your own initiative will make you an ideal candidate, as will your cheerful disposition, common sense and patience.

This position will not be supported for visa sponsorship. All applicants are expected to have valid right to work document to work in the UK when applying for this position.

Main duties of the job

The post holder will be an active and supportive member of the department's administrative and clerical team and will provide a comprehensive and efficient general administrative and secretarial service to the Consultants, Specialist Nurses and their teams.

They will be responsible for the smooth administration of the service.

About us

We are committed to being an inclusive and diverse employer. We strive to employ people who reflect the communities we serve, and aim to create an inclusive culture where everyone can reach their full potential. Whatever your race, ethnicity, belief, generation, sexual orientation, gender or gender identity, disability or experience, you'll appreciate the opportunities we give you to work in an inclusive atmosphere. We welcome applications from people of diverse backgrounds, perspectives and experiences to build on the progress we've achieved to make our Trust diverse and the best place to work. We celebrate the diversity of thought, viewpoints and ideas that help us overcome challenges and embrace new possibilities. We have signed the Armed Forces Covenant Pledge and have a commitment to the Armed Forces Community.

We are dedicated to using our Continuous Quality Improvement (CQI) approach as our shared organisation model of change to enhance our services and ensure excellence in patient care.

If you are considering applying for a role, please be aware that as an NHS Employee you may have contact with vulnerable service users. We strongly encourage that all our staff are vaccinated against COVID-19 and are vaccinated annually against Flu, in order to protect the health and safety of our staff and patients. Your commitment will help us to put the safety and care of our patients first, as well as helping us to protect you and your colleagues.

Date posted

19 November 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

£28,166 a year per annum inclusive of allowances

Contract

Fixed term

Duration

12 months

Working pattern

Full-time

Reference number

252-6760371

Job locations

Queen Mary's Hospital

Frognal Avenue, Sidcup

Kent

DA14 6LT

Job description

Job responsibilities

As first point of contact, ensure that all callers and visitors are dealt with promptly, courteously and appropriately.

Deal with all incoming and outgoing telephone calls and ensure enquires are dealt with appropriately

Deal with patients and relatives sympathetically regarding outpatient appointments, dates for investigations and/or any other related matters. Ensure appropriate action is taken and the individual is kept informed.

Deal with all incoming and outgoing mail and correspondence on a daily basis ensuring it is dealt with appropriately and in a timely manner

Produce general correspondence, e.g. clinic letters and result letters

Type accurately using audio dictation, as necessary

Maintain an organised manual and electronic file management system.

Liaise with Medical Records, the Appointments Office and Outpatient department to ensure the smooth running of clinics

Responsible for updating medical records and the Patient Administration System (PAS) with patients details

Ensure any referrals received into the department are dealt with appropriately.

Ensure investigation results are obtained and available for clinic appointments.

Obtain and track patient notes when requested, and following all procedures related to the medical records department using the PAS system.

Ensure all test results are given to the consultant for checking and the appropriate action is taken.

Arrange follow up appointments for outpatient clinics.

Please see attached job description for further information.

Job description

Job responsibilities

As first point of contact, ensure that all callers and visitors are dealt with promptly, courteously and appropriately.

Deal with all incoming and outgoing telephone calls and ensure enquires are dealt with appropriately

Deal with all incoming and outgoing mail and correspondence on a daily basis ensuring it is dealt with appropriately and in a timely manner

Produce general correspondence, e.g. clinic letters and result letters

Type accurately using audio dictation, as necessary

Maintain an organised manual and electronic file management system.

Liaise with Medical Records, the Appointments Office and Outpatient department to ensure the smooth running of clinics

Responsible for updating medical records and the Patient Administration System (PAS) with patients details

Ensure any referrals received into the department are dealt with appropriately.

Ensure investigation results are obtained and available for clinic appointments.

Obtain and track patient notes when requested, and following all procedures related to the medical records department using the PAS system.

Ensure all test results are given to the consultant for checking and the appropriate action is taken.

Arrange follow up appointments for outpatient clinics.

Please see attached job description for further information.

Person Specification

Education and Training

Essential

GCSE standard of general education including English and Maths
NVQ Level 3 or equivalent
RSA or equivalent experience

Knowledge and Skills

Essential

Verbal and written communication skills
Computer skills (Word, Excel and Outlook)
Accurate audio typing skills
Ability to work on own and as part of a team
Ability to work under pressure
Able to prioritise and organise own workload
Administration Experience

Experience

Desirable

Previous work experience within the NHS

Person Specification

Education and Training

Essential

GCSE standard of general education including English and Maths
NVQ Level 3 or equivalent
RSA or equivalent experience

Knowledge and Skills

Essential

Verbal and written communication skills
Computer skills (Word, Excel and Outlook)
Accurate audio typing skills
Ability to work on own and as part of a team
Ability to work under pressure
Able to prioritise and organise own workload
Administration Experience

Experience

Desirable

Previous work experience within the NHS

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.