Job summary
Location: Southgate Moorings Gloucester
An exciting opportunity has arisen for a Band 3 Team Administrator to join our friendly Heart Failure Team base at Southgate Moorings in Gloucester.
They will be expected to work as part of a team in delivering an effective and comprehensive service, by assisting clinical staff who care for people with heart failure.
As a main point of contact for service-users, GPs and other healthcare professionals, the ability to demonstrate excellent customer service is an essential part of this post.Previous NHS experience would be an advantage however, applications are welcome from experienced administrators/secretaries.
We are looking for a team player who will work closely alongside the other administrator within the team. The candidate will have excellent communication and customer-service skills, and the ability to maintain Trust Values throughout all aspects of their work (Working together, Always improving, Respectful and being kind and Making a difference).
Main duties of the job
About You
The successful candidates will provide a high level confidential administrative support to The Community Heart Failure Team delivering an effective administrative service in order to assist clinical staff to ensure that services meet the operational needs
It is desirable to have qualification in a Business Administration related subject, for example: NVQ, OCR/RSA, City and Guilds, GCSE (Grade A-C) or equivalent in English Language. You must also be skilled in IT, SystmOne, Microsoft Outlook, Word, Excel and PowerPoint. Knowledge of invoice management is an advantage; however, training can be provided.
We are looking for an enthusiastic, hard-working team player who can sustain quality in their document production, work collaboratively with colleagues to manage the workload on a day-to-day basis, and prioritise work. Minute taking experience would be an advantage. An ability to prioritise work effectively and use initiative appropriately is essential.
If you have a 'can do' attitude,friendly and enjoy building good working relationships, we welcome your application.
If you meet the criteria and are interested in joining the team and would like further details of this post, please contact Clare Davis or Chrissie Horak on 0300 421 7084. Chrissie.Horak@ghc.nhs.uk. Clare.Davis@ghc.nhs.uk
About us
We have in excess of 5000 staff working over 50 sites, providing a diverse range of services. We strive to support an organisational culture that is welcoming, builds and celebrates inclusivity and diversity and provides a sense of belonging and trust.
The annual NHS Staff Surveygives our people the opportunity to tell us about their experience working at the Trust. For the 2023 survey just over 2800 colleagues gave us their views (58.5%). It was great to see from the results that colleagues are saying that:
- 89.7% believe they are making a positive difference to patients/service users;
- 73.3% would recommend the organisation as a place to work;
- 82.4% agree that care of patients and service users is the organisations priority;
- 76.7% would be happy with the standard of care for a friend or relative
Our results put us as 5th nationally as a Community, Mental Health and Learning Disabilities NHS Employer of Choice and 1st equal amongst all NHS Provider Trusts in the South West. However, we know we have more to do and will continue to drive forward our commitment to making GHC a Great Place to Work.
Job description
Job responsibilities
Provide general administrative support including; answering telephone calls, taking messages, setting up meetings, diary management, travel arrangements, filing, archiving, scanning, maintaining stationary supplies, general faxing and photocopying as required.
Accurately input data onto spread sheets and written records.
Acknowledge and respond to queries via telephone, email and in person providing a high standard of customer care, ensuring that enquiries are responded to professionally and relayed accurately and in a timely manner to relevant persons.
Take notes at meetings, organise and support meetings as required including maintaining confidentiality.
Participate in the opening, sorting and distribution of post.
Create and maintain filing and recording systems including; recording statistics, archiving, monitoring systems including equipment logs, service records and site information.
Support and enable the payment of invoices and for service as required by maintaining, inputting information and chasing payment as required.
Implementing new systems and procedures
To undertake such other duties related to the work of the organisation as may be assigned.
Key duties and responsibilities are not limited to the above.
You will need to undertake such other duties related to the work of the organisation as may be assigned that are consistent with the nature of the job and its level of responsibility.
The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.
Job description
Job responsibilities
Provide general administrative support including; answering telephone calls, taking messages, setting up meetings, diary management, travel arrangements, filing, archiving, scanning, maintaining stationary supplies, general faxing and photocopying as required.
Accurately input data onto spread sheets and written records.
Acknowledge and respond to queries via telephone, email and in person providing a high standard of customer care, ensuring that enquiries are responded to professionally and relayed accurately and in a timely manner to relevant persons.
Take notes at meetings, organise and support meetings as required including maintaining confidentiality.
Participate in the opening, sorting and distribution of post.
Create and maintain filing and recording systems including; recording statistics, archiving, monitoring systems including equipment logs, service records and site information.
Support and enable the payment of invoices and for service as required by maintaining, inputting information and chasing payment as required.
Implementing new systems and procedures
To undertake such other duties related to the work of the organisation as may be assigned.
Key duties and responsibilities are not limited to the above.
You will need to undertake such other duties related to the work of the organisation as may be assigned that are consistent with the nature of the job and its level of responsibility.
The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.
Person Specification
Qualifications
Essential
- GCSE level grade C education or equivalent
- NVQ Level 2 in administration or equivalent experience
- Word Processing/ Typing e.g RSA or equivalent experience
Experience
Essential
- Proven experience of unsupervised administrative work in a busy office environment
- Previous experience of using software packages such as Microsoft Office i.e. Word, Excel, PowerPoint, Outlook
- Experience of using customer/ patient information system
Desirable
- Confident and competent in using appropriate systems e.g. ERIC, PAS, SystmOne, Trakcare
- Previous experience of working within NHS
Personal Abilities and Attributes
Essential
- Ability to communicate effectively in both verbal and written form
- Ability to work effectively both autonomously and as part of a team
- Good organisation and time-management skills
- Must be able to drive and have access to a car (or alternative mode of transport) in order to attend meetings outside the main base
Person Specification
Qualifications
Essential
- GCSE level grade C education or equivalent
- NVQ Level 2 in administration or equivalent experience
- Word Processing/ Typing e.g RSA or equivalent experience
Experience
Essential
- Proven experience of unsupervised administrative work in a busy office environment
- Previous experience of using software packages such as Microsoft Office i.e. Word, Excel, PowerPoint, Outlook
- Experience of using customer/ patient information system
Desirable
- Confident and competent in using appropriate systems e.g. ERIC, PAS, SystmOne, Trakcare
- Previous experience of working within NHS
Personal Abilities and Attributes
Essential
- Ability to communicate effectively in both verbal and written form
- Ability to work effectively both autonomously and as part of a team
- Good organisation and time-management skills
- Must be able to drive and have access to a car (or alternative mode of transport) in order to attend meetings outside the main base
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.
