Administration Assistant

Job description

Job responsibilities

To provide a comprehensive, pro-active secretarial and administrative support ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard. Contributing to the smooth running of the services within Norwich Place, supporting the Senior Management Team and the Community Teams; working closely with the Personal Assistant.

Main Duties & Responsibilities

To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload), which will include:

• Dealing appropriately with all telephone enquiries as well as face to face patient contact, which may on occasion be upsetting.
• Using a range of software programmes and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations. This may include regularly dealing with matters of a complex and/or distressing nature.
• Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience.
• Photocopying, scanning, emailing, faxing, distributing, filing and organising letters, reports and other documents.
• Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner.
• Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner.
• Researching appropriate websites, downloading and circulating documents, as requested.
• Where required, work as a team with a group of staff on a daily basis.
• Identify and report areas within working processes and procedures that could improve service delivery.
• Assist Managers in the HR and recruitment process for new starters and prepare relevant paperwork for Managers to authorise changes to current staffs circumstances. Be point of contact for staff to provide information on Trusts processes (i.e. HR, Mileage claims and answer general enquiries to assist staff, especially new starters).

1. To maintain schedules and diaries, organise and service meetings and clinics, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring notes are ready for clinics, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes at meetings.
2. To undertake receptionist/telephonist duties, be a point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner.
3. To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patients fears and lack of understanding. Exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.
4. To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning/authorising and receipting goods and services on the NHS procurement system, Powergate, and carrying out research into goods and services as directed.
5. Inputting onto various databases and systems, e.g. SystmOne, PAS, EASY, Powergate and designated spreadsheets, within the required timescales and deadlines. This may include scanning referrals, which may be urgent, and liaising with health professionals to correctly process the referrals.
6. To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.
7. In conjunction with colleagues, to be responsible for ensuring that petty cash, monies or valuables are accurately recorded and banked promptly and that a regular audit is carried out to ensure compliance with procedures and financial standing orders.
8. To implement policies for own work area and propose changes, as necessary and demonstrating required duties to new starters. To monitor and report sickness absence and annual leave.
9. To receive controlled items including (but not exclusively), prescription pads and drugs, in accordance with Trust Protocol Guidelines, ensuring secure storage and distribution to the relevant disciplines.
10. Provide cover in other departments, including Reception, during periods of absence, as directed by the Admin Team Leader. This may require travelling to other sites.
11. It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.

Person Specification

Qualifications

Essential

• oNumerate and literate, with Maths and English GCSE (Grade C or above), or equivalent
• oNVQ Level 2 in Business Administration, or equivalent experience
• oProven IT skills

Desirable

• oECDL, or equivalent IT qualification
• oNVQ Level 3 in Business Administration or equivalent experience
• oRSA II, or equivalent typing qualification

Experience

Essential

• oProven administration experience in a busy office environment
• oProven experience of working as part of a team

Desirable

• oKnowledge of NHS ordering systems
• oKnowledge of SystmOne
• oKnowledge of NHS

Skills, abilities & knowledge

Essential

• oComprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook
• oAdvanced typing skills
• oGood organisational and communication skills
• oProven ability to work on own initiative, without direct supervision, prioritising and managing own workload
• oArticulate, calm, polite and well-motivated with a positive attitude to customer care
• oEffective communication and listening skills, in both written and verbal formats

Desirable

• oEnhanced IT skills
• oPlanning skills
• oCustomer care skills
• oSupervisory skills

Personal attributes & behaviours

Essential

• oEnthusiastic and motivated
• oCommitted to providing the best possible service to patients
• oTact and diplomacy

Other

Essential

• oFlexible attitude and approach to work to meet the needs of the service
• oAble to make own transport arrangement to meet the needs of the service
• oWillingness to cover in other geographical locations

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

Norfolk Community Health and Care NHS Trust

Address

Norwich Community Hospital

Bowthorpe Road

Norwich

NR2 3TU

Employer's website

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