Administration Assistant

Stockport NHS Foundation Trust

This job is now closed

Job summary

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.

About us

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

Date posted

17 November 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year pro rata per annum

Contract

Permanent

Working pattern

Full-time

Reference number

362-A-23-5761335

Job locations

Stepping Hill Hospital / Regent House

Stockport

SK2 7JE

Job description

Job responsibilities

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.