Job summary
We have an exciting opportunity for a band 2 Administration Assistant in the Executive Suite at Worcestershire Royal Hospital.
We are looking for an individual who is organised, keen to learn, has knowledge of basic administration tasks, is able to work independently and prioritise their own workload, and who works well as part of a team.
The successful candidate will be supported by our friendly team to learn the role, develop their skills and learn new ones! Recent experience in a customer service role is desirable.
If you'd like to learn more information about this role please contact Donna Wark on 01905 733960 or d.wark@nhs.net .
Main duties of the job
Computer literacy and good keyboard skills are essential.
Full training will be given in all aspects of the role.
The successful candidate will support in the day to day running of the Executive Suite, and be able to show good customer service skills by answering phones and dealing with face to face enquiries.
About us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is nearly 6,800 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
- Best services for local people
- Best experience of care and best outcomes for our patients
- Best use of resources
- Best people
Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Job description
Job responsibilities
To assist with the day-to-day
running of the Chief Executive and Chairs office.
Provide additional support to
the Executive Directors and their EAs, undertaking duties as required to enable
the smooth running of the office.
To be the first point of
contact for telephone and face to face enquiries and act on them as
appropriate, accurately recording messages and enquiries and ensuring onward
transmission if necessary.
Maintain the post log within
the Executive Office
To participate to ensure that
the Executive Suite is covered by PA staff during the hours of 8am and 5pm.
To collate the whereabouts of
the Executives on a monthly basis.
To manage room bookings and
catering for meetings as and when required.
Use the Trusts Procurement
system to ensure stock levels of stationery remain adequate, and raising other
Purchase Orders when required.
Develop and maintain a
corporate filing system for central directives from the DoH, NHSE/I and other
relevant bodies.
To book all rooms and
refreshments for Trust Board and subcommittee
meetings.
Liaise with the Communications
Team on the update of the Trust Board and CoG web pages.
To undertake such other duties
as required by Line Manager.
To assist the Company Secretary
with any internal/external events.
Job description
Job responsibilities
To assist with the day-to-day
running of the Chief Executive and Chairs office.
Provide additional support to
the Executive Directors and their EAs, undertaking duties as required to enable
the smooth running of the office.
To be the first point of
contact for telephone and face to face enquiries and act on them as
appropriate, accurately recording messages and enquiries and ensuring onward
transmission if necessary.
Maintain the post log within
the Executive Office
To participate to ensure that
the Executive Suite is covered by PA staff during the hours of 8am and 5pm.
To collate the whereabouts of
the Executives on a monthly basis.
To manage room bookings and
catering for meetings as and when required.
Use the Trusts Procurement
system to ensure stock levels of stationery remain adequate, and raising other
Purchase Orders when required.
Develop and maintain a
corporate filing system for central directives from the DoH, NHSE/I and other
relevant bodies.
To book all rooms and
refreshments for Trust Board and subcommittee
meetings.
Liaise with the Communications
Team on the update of the Trust Board and CoG web pages.
To undertake such other duties
as required by Line Manager.
To assist the Company Secretary
with any internal/external events.
Person Specification
Knowledge/Skills
Essential
- Able to manage conflicting priorities, organising workload effectively and meet deadlines.
- Able to work on own initiative
- Working knowledge of Microsoft Office
- Good telephone skills
- Good written and verbal communication skills at all levels
Desirable
- Knowledge of NHS systems
- Knowledge of good Health & Safety Practices
Qualifications
Essential
- GCSEs at Grade C or above in Maths and English, or equivalent
Experience
Essential
- Experience of working or volunteering with the general public
Desirable
- Previous, relevant NHS experience
- Previous experience of preparing agendas and papers
- Experience of electronic diaries
- Recent, relevant experience in an Administrative/Secretarial/ Reception Role
- Knowledge of office procedures
Personal Qualities
Essential
- Ability to work under pressure.
- Well organised and able to produce accurate and timely work in a consistent manner.
- Flexible approach to duties and able to work unsupervised.
- Calm and polite manner.
- Able to deal with competing priorities in demanding conditions
- Able to communicate sensitively with patients
- Self-reliant, able to work independently and as part of a team.
- Excellent attention to detail
Desirable
- Able to travel throughout Worcestershire
Person Specification
Knowledge/Skills
Essential
- Able to manage conflicting priorities, organising workload effectively and meet deadlines.
- Able to work on own initiative
- Working knowledge of Microsoft Office
- Good telephone skills
- Good written and verbal communication skills at all levels
Desirable
- Knowledge of NHS systems
- Knowledge of good Health & Safety Practices
Qualifications
Essential
- GCSEs at Grade C or above in Maths and English, or equivalent
Experience
Essential
- Experience of working or volunteering with the general public
Desirable
- Previous, relevant NHS experience
- Previous experience of preparing agendas and papers
- Experience of electronic diaries
- Recent, relevant experience in an Administrative/Secretarial/ Reception Role
- Knowledge of office procedures
Personal Qualities
Essential
- Ability to work under pressure.
- Well organised and able to produce accurate and timely work in a consistent manner.
- Flexible approach to duties and able to work unsupervised.
- Calm and polite manner.
- Able to deal with competing priorities in demanding conditions
- Able to communicate sensitively with patients
- Self-reliant, able to work independently and as part of a team.
- Excellent attention to detail
Desirable
- Able to travel throughout Worcestershire
