Administration Assistant - General Office

East Suffolk and North Essex NHS Foundation Trust

This job is now closed

Job summary

We are looking for an enthusiastic and motivated individual to join our team as an Administration Assistant within the General Office/Travel Centreat Ipswich Hospital

37.5 Hours per week - Monday - Friday

In this role you will be required to provide a customer focused service to patients, relatives and staff both face to face and over the phone.

Duties will include:

Car Parking administration
Production of ID Badges
Reimbursement of patient travel expenses
Cash handling
General office duties

You must have:

Good verbal and written communication skills
Good IT skills (Microsoft Office)
Excellent attention to detail
A customer-orientated approach
The ability to manage competing priorities

You should have the ability to work under your own initiative as well as part of a small team.

Main duties of the job

Carry out a range of General Office duties including:
- Ordering stationary
- Filing
- Photocopying
- Recorded mail
Assist with cashiering duties including:
- Processing and receipting Trust fund requests on Integra
- Completing income sheets for petty cash, patients monies, patient travel expenses, car parking fees, art sales, beach hut
- Receipt of Charitable Income
Comply with the Trusts standing orders, standing financial instructions, policies, procedures and guidelines
Assist with the development of Facilities policies and procedures

About us

We are ESNEFT and we provide hospital and community health services to almost one million people across east Suffolk and north Essex. Our dedicated staff deliver care from acute hospitals in Colchester and Ipswich, community hospitals, surgeries, community clinics and in patients' own homes.

We are one of the largest NHS organisations in England, employing more than 12,000 staff.

We pride ourselves on supporting our staff. We offer a wide range of training and development opportunities, as well as flexible working options.

Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services.

Our philosophy is that Time Matters to everyone. Across the Trust, we concentrate on improving the things we do and removing those which cause time delays for our staff and patients.

We are investing in our commitment to Time Matters with a partnership with leading electronic patient record (EPR) supplier Epic. This digital transformation will bring what's widely regarded as the world's best EPR system to ESNEFT, transforming life in hospital for staff and patients.

If you are passionate about patient care and want to develop your skills and knowledge, then we want to hear from you.

Find out about living and working here - www.youtube.com/watch?v=GkPu7HphU8A

Date posted

22 April 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

£22,383 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

432-HR135-24

Job locations

Ipswich Hospital

Ipswich

IP4 5PD

Job description

Job responsibilities

Support and provide the efficient administration of General Office services to patients, visitors and staff, ensuring services are carried out in a timely and efficient manner
Communicate with understanding and diplomacy with patients, carers, relatives and the general public who may be distressed and/or have difficulty in understanding
Be the focal point of contact for all enquiries face to face, over the telephone and by email
Reimbursement of patient travel expenses in line with the Trusts policies and procedures
Liaise with the parking management company, maintaining the car parking database to ensure permits are processed in a timely manner, dealing with queries in relation to parking charge notices, the whitelisting of staff, visitor and contractors vehicles issuing 5/7 day parking passes for both Colchester Hospital and the PCC
Attend meetings in relation to car parking administration
Monitor and respond to emails in Personal, General Office and Travel Plan mail boxes
Issue Park & Ride tickets to members of staff
Issue rail warrants to staff
Take photographs and process staff ID Badges on Access Control System
Take bookings for the Beach Hut located at Mersea
Ordering and distribution of staff uniform

Please see attached job description for full details

Job description

Job responsibilities

Support and provide the efficient administration of General Office services to patients, visitors and staff, ensuring services are carried out in a timely and efficient manner
Communicate with understanding and diplomacy with patients, carers, relatives and the general public who may be distressed and/or have difficulty in understanding
Be the focal point of contact for all enquiries face to face, over the telephone and by email
Reimbursement of patient travel expenses in line with the Trusts policies and procedures
Liaise with the parking management company, maintaining the car parking database to ensure permits are processed in a timely manner, dealing with queries in relation to parking charge notices, the whitelisting of staff, visitor and contractors vehicles issuing 5/7 day parking passes for both Colchester Hospital and the PCC
Attend meetings in relation to car parking administration
Monitor and respond to emails in Personal, General Office and Travel Plan mail boxes
Issue Park & Ride tickets to members of staff
Issue rail warrants to staff
Take photographs and process staff ID Badges on Access Control System
Take bookings for the Beach Hut located at Mersea
Ordering and distribution of staff uniform

Please see attached job description for full details

Person Specification

Qualifications

Essential

Educated to GCSE level in English and Maths

Desirable

NVQ in Customer Service

Experience

Essential

Experience of working with members of the public
Proven experience in a clerical post in an office environment
Ability to prioritise and meet deadlines

Desirable

Experience in cash handling
Experience of working within the NHS
Ability to carry out basic book keeping tasks

Knowledge and Skills

Essential

Excellent IT skills
Excellent communication skills both written and verbal
Excellent Customer Service Skills

Person Specification

Qualifications

Essential

Educated to GCSE level in English and Maths

Desirable

NVQ in Customer Service

Experience

Essential

Experience of working with members of the public
Proven experience in a clerical post in an office environment
Ability to prioritise and meet deadlines

Desirable

Experience in cash handling
Experience of working within the NHS
Ability to carry out basic book keeping tasks

Knowledge and Skills

Essential

Excellent IT skills
Excellent communication skills both written and verbal
Excellent Customer Service Skills

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.