Administrative Assistant

Job description

Job responsibilities

• To respond to customer enquiries in accordance with procedures. Such enquiries can relate to specific commodity ranges or general Supplies related issues. Enquiries can be received from personnel, ranging from ancillary staff to consultant medical staff. The Administrative Assistant may need to refer such enquiries to other members of the team, depending on the complexity of the enquiry. These enquiries can be received by e-mail or telephone and occur at any time during the working day, thereby interrupting the general workflow,
• To process purchase orders and assist with the contracting process as necessary. The orders to be processed will be allocated by a more senior member of staff within the Procurement team, with guidance provided to the Administrative Assistant as to the action required. Processing of purchase orders can involve contacting suppliers to establish prices, end users within the Trust to obtain further information regarding the item required, and other Procurement personnel for guidance. Daily activity, which can range from 10 to 100 orders per day,
• To maintain records and provision of statistical information as required. This involves the input of data into Unit 4(Procurement and Finance system) and the Supplies requisition database in accordance with laid down procedures and parameters. It also requires the Administrative Assistant to run reports from the Procurement and Finance System following guidelines provided,
• To answer telephones promptly and courteously, actioning and taking messages as appropriate. This will require the Administrative Assistant to respond to calls within their sphere of experience and to take accurate and full details of information required if they need to refer the information to a more senior member of staff,
• To report all exceptions to the appropriate manager. This will require the Administrative Assistant to make their supervisor aware of any issues or requests that may arise which are outside the guidelines or procedures for use within the department,
• To participate in the introduction of improved working procedures, including introduction of information technology software, to establish and maintain total quality standards to agreed levels. The Administrative Assistant is encouraged to identify improved ways of working or better use of technology,
• To comply with all statutory regulations, procedures, Standing Orders and Standing Financial Instructions as directed. The Administrative Assistant is made aware of the financial limits within which each Trust operates and has a responsibility to ensure the application of these limits, albeit within guidance of supervisors and other senior staff,
• To undertake maintenance of data within the procurement and Finance system. The Administrative Assistant will be required to update information on Agresso as directed by their supervisor - this is a daily task, with an additional monthly update required, which can range from updating 200 to 1000 records per month,
• To operate office machinery and equipment provided as appropriate to the task allocated - this will involve PCs, fax machine, photocopier and scanner on a daily basis,
• To ensure polite and courteous communications with staff and external agencies at all times. The Administrative Assistant may be required to act as the Reception point for the department, receiving visitors from the local Trusts, NHS personnel and supplier representatives,
• To ensure that filing is accurate and up-to-date. This is a daily task and requires the Administrative Assistant to ensure that documentation is filed as directed by the supervisor,
• To carry out other duties as may be required from time to time by senior management,
• To provide training for new and inexperienced staff,
• This role will involve extensive use of VDU equipment and telephones.

Person Specification

Qualifications and training

Essential

• Good general standard of education
• Willing to undertake appropriate job specific training

Desirable

• Customer service
• Human Resource, Procurement or Logistics training

Knowledge and experience

Essential

• Clerical experience including archiving, filing, photocopying

Desirable

• Experience working with customers and suppliers
• PA/secretarial
• Knowledge of Purchasing and supply practices and techniques
• Minute taking
• Stationery ordering

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.

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).

Employer details

Employer name

Torbay and South Devon NHS Foundation Trust

Address

Regent House

Regent Close

Torquay

TQ2 7AN

Employer's website

https://www.torbayandsouthdevon.nhs.uk (Opens in a new tab)