Stockport NHS Foundation Trust
This job is now closed
Administration Assistant ( working with Transfer of Care Hub )
This post is to support the daily administration of the Transfer of Care Hub within Discharge Services.
The Transfer of Care hub team is a multi-professional team consisting of highly skilled and motivational staff who triage and plan patient discharges from hospital.
Stockport Discharge Services are a multi disciplinary team consisting of Transfer of Care Coordinators, ward trackers, nurses, therapist's and senior support workers, and administrators, who work holistically and with an individualised focus to provide a short term rehabilitation service to those deemed medically stable and require no hospital care. This element of the service is free at the point of contact and incorporates the Stockport trust ethos of minimising hospital admissions and keeping our patients safe and rehabilitated in their own residence.
*** Previous Applicants need not apply ***
Main duties of the job
The purpose of this role is to undertake a full range of administrative duties in order to support the Transfer of Care Hub.
The candidate will need to be methodical, proactive and demonstrate good organisational skills.
The post holder will be confident, organised, an excellent communicator and be able to work under pressure. You will be the first point of call for the service dealing with all telephone enquires and emails. You will need to be able to work alone, prioritise your workload and using your own initiative.
The post holder must be able to maintain a total level of confidentiality and be familiar with a range of clerical tasks.
We hold a unique position in the Stockport community as the provider of healthcare and we are one of its largest employers.
Our mission is to make a difference every day. Our values are that we care, we respect, and we listen
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from you.
We recognise that flexible working is important. We take requests for flexible working seriously, consider any request we receive and try to work with you, so we can explore if your request may fit with the needs of the service.
The salary for the role is only one part of the excellent package of benefits we offer to you:
- Between 27-33 days of annual leave plus bank holidays
- NHS pension scheme membership
- Salary sacrifice schemes for lease cars, home electronics and more, to make your salary go further
- NHS Staff discounts
- Cycle to work scheme
- Salary finance - for loans, savings, budget planning and tips on managing debt
- Stockport Credit Union- for local financial advice
Main Duties and Responsibilities
Provide a full range of clerical tasks such as answering the telephone, opening the post, typing, filing, scanning and photocopying.
Use IT skills including spreadsheets, word processing, emails and basic keyboard skills as well as retrieval of information using database systems.
To work as part of a team and to carry out tasks set by the Team Leads.
Knowledge of Data Protection Act and Patient Confidentiality, Risk Management and Health and Safety Procedures.
To attend all Mandatory Training e.g. Fire Lectures, Manual Handling, Basic Life Support and Risk Management.Communications
Screening all calls, recording messages where appropriate and ensuring all urgent matters are dealt with promptly.
To communicate verbally and non-verbally to deal with enquiries from service users/relatives, members of the public and outside organisations.
To provide prompt responses to queries that come into the service.
To have verbal and non-verbal communication skills, to have the ability to handle occasional aggressive callers.
To work flexibly as a member of the team and to conduct and complete work generated by the Team Leads.
Planning and Organising
To manage workload effectively through prioritisation, organisation and planning.
To play a proactive role in implementing and organising archiving processes.
Maintain accurate filing system (electronically or paper based) and a bring forward system, ensuring easy retrieval of information.
To undertake associated secretarial tasks e.g. agenda preparation, minute taking, photocopying, scanning, emailing and the routine upkeep of office equipment.
Organise and plan own day to day workload or activities in order to meet the demands of the job role.
The post holder is expected to use their initiative to a significant level and work without direct supervision.
To assist with data collection and audit as required by the Team Leads/Assistant Directorate Manager.
To promote and monitor quality of work within the service to provide an optimum service.Responsibilities for Physical and / or Financial Resources
Maintain records of orders placed, invoices and expenditure.
Ensure that any invoices received for goods, services, events etc. are authorised and passed for payment promptly.
Ensure safe and efficient use of equipment, resources and consumables at all times.
Responsible for ordering stock items as requested.
Receipting goods.Responsibility for Policy and Service Development and Implementation
To contribute to proposed secretarial procedures through feedback and consultation.
To contribute to the review and development of policies as appropriate to the service.
To identify areas that could be enhanced to support service development.
Adhere to policies and procedures.
Responsibilities for Human Resources and Leadership
Using your knowledge and skills, provide support and guidance to staff as required.
Support new or less experienced work colleagues to adapt to the workplace.Responsibilities for Teaching and Training
Participate in training and development activities that are relevant to the job role.Responsibilities for data and information resources
To use electronic communication systems such as emails and the Intranet.
Take and transcribe minutes of meetings as required.
To assist in the production of reports and documents, as required, including collating information, word processing, photocopying, distribution etc.
Develop and implement changes to documents. Update reports and documents as directed.Research, Development and Audit
To provide assistance as requested by peers and Team Leads to complete internal clerical audits.
Physical Skills and Effort
When filing, the candidate will have to bend, stretch and lift boxes of stationery, files, working in a limited space.
The post holder is expected to travel to other sites to cover when the needs of the service demands.
Frequent concentration when using the computer.
Keyboard skills including touch-typing.
The post holder is expected to switch from task to task throughout the day i.e. from IT work to answering the telephone to secretarial duties.
Occasionally type letters of an emotional nature.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
If successful this vacancy will require a Standard DBS check at a cost of £21.90. This cost will be deducted from your first Trust salary
In addition to this it will be a condition of your employment that you will join the DBS update service and pay the annual subscription fee of £13.
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).