Job summary
The Podiatry Service in Worcestershire
requires a skilled and well-motivated administrative assistant to work
alongside our established team. This is a fixed term contract for a period of 12
months initially.
We are willing to be flexible, however we
are looking at the afternoon shifts to be filled so that the reception is
manned until 4.30pm. This is a part time post working 22.5 hrs per week.
The successful applicant will work
alongside other admin staff and will be supported by peers within the other
podiatry teams across Worcestershire.
The team covers Worcester City and Malvern and you would be based at
John Anthony Centre, Newtown Road, Worcester
and will provide administrative support to the wider clinical team.
We require an individual who is
self-driven, reliable, and who also works well within a team and communicates
effectively and acts as a role model to colleagues, seeking to maintain the
highest standards of professionalism.
You will be supported in this post with
Trust and local service induction, as well as with guidance and supervision
from our existing team and wider community podiatry teams across the county.
Please note that the Trust will not provide sponsorship to work for this role, to apply you must have current Right to Work in the UK status.
Main duties of the job
A typical day will involve collecting and
processing incoming and outgoing emails, responding to emails in a timely
manner enabling the efficient processing of referrals to the team, answering
the phone to patients, carers and colleagues; processing referrals; creating
appointments for the clinical team and arranging home visits. Ordering and
maintaining supplies, and general administrative duties. You will liaise
closely with the podiatry team lead and assist in the management of staff rotas
ensuring the day to day running of the service.
You will be able to manage and prioritise
your own workload effectively. You will need to support the wider team by
providing secretarial support to team meetings including the preparation and
distribution of agenda and papers and take comprehensive minutes from meetings.
You will also co-ordinate the annual appraisal process/ meetings for staff
within the service.
You will work independently under the
guidance of the podiatry team lead and form close links with the wider admin
staff across the community podiatry teams.
About us
At Herefordshire and Worcestershire Health and Care NHS Trust,
we are working together to deliver outstanding care. We run community hospitals
and community health services across Worcestershire and provide mental health
and learning disability services across both Herefordshire and Worcestershire.
Our people (all 4500+ of them) provide services for people of
all ages, experiencing both physical and/or mental health conditions from over
100 sites.
We will support you to thrive; offer flexible
working options for a great work-life balance, help you fulfil your ambitions,
and empower you to make positive changes within your team or service. We value
diversity and encourage applications from people of all backgrounds, cultures,
and ethnicities.
What we offer;
-
27 days leave plus bank holidays, increasing up to
33 days with long service
-
Generous NHS pension and enhanced pay when you work
unsocial hours
-
Flexible and agile working opportunities
-
Great maternity, paternity, and adoption support
-
Wide range of supportive staff networks
-
Health and wellbeing opportunities
If you would like to know more, please visit our
website.
We encourage you to read the attached applicant guidance notes.
Sharing
your data - As a data controller we may sometimes need to process your data to
pursue our legitimate business interests, for example to request a survey from
you (optional), to support the Trusts understanding of where you gained
interest in working for the Trust.
Job description
Job responsibilities
The post holder will:
Behave consistently with the values and beliefs of the
organisation and promote these on a day-to-day basis.
Act as a role model to colleagues, always seeking to
maintain the highest standards of professionalism.
Use their initiative and take responsibility for
themselves and the quality of their work and the service they provide to
patients.
Provide a comprehensive administrative and secretarial
service to the department.
Undertake
administration/secretarial duties that are specific to the role.
Undertake general
office duties, as required, e.g., typing, data inputting, filing,
scanning/copying, in line with Trust Policies and Procedures.
Arrange, confirm
appointments and meetings, as required, making appropriate arrangements e.g.
hospitality, booking venues, equipment, etc.
Provide a secretarial
service to team/department meetings, including the preparation and distribution
of agendas and papers.
Deal with incoming
and outgoing mail.
Liaise and interact
with service users, as and when required.
Communicate
information, some of which may be complicated, to colleagues/staff from other
departments/external contacts.
Answer and deal with both
face-to-face and telephone enquiries in a tactful and professional manner,
recording any messages efficiently and passing them to the relevant individual
in an appropriate and timely manner.
Coordinate the
appraisal process for the department.
For full detail of
the duties and criteria for the role please refer to the job description and
person specification attached.
Job description
Job responsibilities
The post holder will:
Behave consistently with the values and beliefs of the
organisation and promote these on a day-to-day basis.
Act as a role model to colleagues, always seeking to
maintain the highest standards of professionalism.
Use their initiative and take responsibility for
themselves and the quality of their work and the service they provide to
patients.
Provide a comprehensive administrative and secretarial
service to the department.
Undertake
administration/secretarial duties that are specific to the role.
Undertake general
office duties, as required, e.g., typing, data inputting, filing,
scanning/copying, in line with Trust Policies and Procedures.
Arrange, confirm
appointments and meetings, as required, making appropriate arrangements e.g.
hospitality, booking venues, equipment, etc.
Provide a secretarial
service to team/department meetings, including the preparation and distribution
of agendas and papers.
Deal with incoming
and outgoing mail.
Liaise and interact
with service users, as and when required.
Communicate
information, some of which may be complicated, to colleagues/staff from other
departments/external contacts.
Answer and deal with both
face-to-face and telephone enquiries in a tactful and professional manner,
recording any messages efficiently and passing them to the relevant individual
in an appropriate and timely manner.
Coordinate the
appraisal process for the department.
For full detail of
the duties and criteria for the role please refer to the job description and
person specification attached.
Person Specification
Qualifications
Essential
- Educated to vocational level 3 in Business Administration or Educated to vocational level 2 with considerable recent NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post
- I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.
Experience
Essential
- Recent, relevant Administrative/Secretarial experience (usually demonstrated by a minimum of 2 years experience)
Additional Criteria
Essential
- Willingness to commit to continuing professional development
- Professional manner as a representative of the Trust
- You understand that we will not provide sponsorship to work for this role.
Skills & Abilities
Essential
- Ability to challenge poor behaviour
- Role modelling good behaviour.
- A positive attitude and able to act on feedback
- Ability to praise and be supportive to others
- Able to deal with non-routine activities such as answering queries, progress chasing and task-related problem solving
- Good organisational skills
Knowledge
Essential
- Knowledge of a range of administrative and secretarial procedures and systems
- Detailed knowledge of Microsoft Office: Word/Excel/Outlook/PowerPoint
Person Specification
Qualifications
Essential
- Educated to vocational level 3 in Business Administration or Educated to vocational level 2 with considerable recent NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post
- I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.
Experience
Essential
- Recent, relevant Administrative/Secretarial experience (usually demonstrated by a minimum of 2 years experience)
Additional Criteria
Essential
- Willingness to commit to continuing professional development
- Professional manner as a representative of the Trust
- You understand that we will not provide sponsorship to work for this role.
Skills & Abilities
Essential
- Ability to challenge poor behaviour
- Role modelling good behaviour.
- A positive attitude and able to act on feedback
- Ability to praise and be supportive to others
- Able to deal with non-routine activities such as answering queries, progress chasing and task-related problem solving
- Good organisational skills
Knowledge
Essential
- Knowledge of a range of administrative and secretarial procedures and systems
- Detailed knowledge of Microsoft Office: Word/Excel/Outlook/PowerPoint
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.
