Job summary
Applications are invited from suitably qualified and experienced candidates for a full-time Administration Officer to work within Older People's Services based at the Campus for Ageing and Vitality, Westgate Road, Newcastle upon Tyne.
This is a very busy service and the post-holder is part of a team of admin which supports the multi-disciplinary clinical team. Duties will include processing referrals into the service, maintaining an electronic patient record system (RiO training will be given), maintaining spreadsheets, diary management, typing clinical letters and reports and minuting meetings as well as other general office duties. A proven high level of organisational and excellent communication skills, both written and verbal, along with extensive experience of Microsoft packages are required.
The post holder must facilitate excellent customer service and be confident in dealing with service users face to face as well as on the telephone and carry out duties as assigned to them by the Administration Team Lead / Administration Manager / Team Manager to ensure a comprehensive, high quality administrative service to the team at all times.
This is a full-time post 37.5 hours per week Monday to Friday.
The post holder will be able to demonstrate the ability to deal with possible exposure to highly distressing or highly emotional circumstances and will be expected to participate on all relevant training courses appropriate to the role.
Main duties of the job
Key skills required for this post:
- Experience in a customer/patient and service user focused environment.
- Excellent communication and interpersonal skills.
- Fast, accurate typing/keyboard skills.
- Minute taking experience.
- Diary management.
- A good understanding of the RiO system (not essential as training given to those who have not worked on this system before).
- Proven experience and knowledge of Microsoft Word/Office packages.
- Good verbal and written communication skills.
- Ability to be self-directed, motivated and be able to contribute positively within a team.
- Well organised and structured.
- The post holder will be expected to demonstrate flexibility in the role in order to meet the needs of the service.
- Facilitates excellent customer service, in person and on the telephone, following guidance and procedures delivered through in-house training and action planning.
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Provides proactive, comprehensive secretarial service and support, which may include handling enquiries, arranging clinics and meetings, supporting the Team Manager, processing typing / checking documentation, processing mail, photocopying, scanning etc.
Provides agreed levels of support to the service to maintain cover in the absence of other administrative staff.
- You should currently hold the required level of qualifications, as outlined in the Essential Criteria of the Personal Specification. If you do not meet this criteria you will not be shortlisted.
About us
We aim to attract and retain a diverse, talented and committed workforce, who are caring and compassionate, and therefore able to meet the demands of the modern NHS now and in the future. In return we can offer a dynamic working environment in which to build a career.
Job description
Job responsibilities
Please find attached job description for full details.
Advertising date : 16th May 2024
Closing date : 23rd May 2024
We welcome your application.
Job description
Job responsibilities
Please find attached job description for full details.
Advertising date : 16th May 2024
Closing date : 23rd May 2024
We welcome your application.
Person Specification
Education and Qualification
Essential
- NVQ Level 3 or QCF Level 3 in Business Administration (or equivalent)
- Audio Typing qualification or demonstrable equivalent experience
- General level of education to O-Level/ GCSE or equivalent
Desirable
- NVQ Level 3 Level 3 in Customer Care (or equivalent)
Knowledge and Experience
Essential
- Knowledge of NHS Policies and Procedures
- Working knowledge of Microsoft applications, including Word, Outlook and Excel
- Ability to maintain and update Patient Information Systems e.g. RiO
- Good working knowledge of office procedures
- Previous secretarial/clerical experience
- Ability to uphold confidentiality at all times
- Able to prioritise and plan own workload
Desirable
- Experience in processing CPA, Mental Health Act and Safeguarding documentation
- Experience using stock ordering systems and petty cash systems
- Experience of working with medical records filing systems
Skills and Competencies
Essential
- Excellent communication and interpersonal skills, both verbal and written
- Minute taking skills
- Good organisational and planning skills
Desirable
Role/Team specific requirements
Essential
- Flexible attitude to cope with fluctuating workloads and the occasional requirement to cover other areas in cases of staff absence
Person Specification
Education and Qualification
Essential
- NVQ Level 3 or QCF Level 3 in Business Administration (or equivalent)
- Audio Typing qualification or demonstrable equivalent experience
- General level of education to O-Level/ GCSE or equivalent
Desirable
- NVQ Level 3 Level 3 in Customer Care (or equivalent)
Knowledge and Experience
Essential
- Knowledge of NHS Policies and Procedures
- Working knowledge of Microsoft applications, including Word, Outlook and Excel
- Ability to maintain and update Patient Information Systems e.g. RiO
- Good working knowledge of office procedures
- Previous secretarial/clerical experience
- Ability to uphold confidentiality at all times
- Able to prioritise and plan own workload
Desirable
- Experience in processing CPA, Mental Health Act and Safeguarding documentation
- Experience using stock ordering systems and petty cash systems
- Experience of working with medical records filing systems
Skills and Competencies
Essential
- Excellent communication and interpersonal skills, both verbal and written
- Minute taking skills
- Good organisational and planning skills
Desirable
Role/Team specific requirements
Essential
- Flexible attitude to cope with fluctuating workloads and the occasional requirement to cover other areas in cases of staff absence
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).
