Inpatient Administration Assistant

Norfolk Community Health and Care NHS Trust

Information:

This job is now closed

Job summary

We are looking for an enthusiastic, self-motivated and caring individual to provide comprehensive and pro-active secretarial and administrative support to the Ward Managers. Ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard. Contributing to the smooth running of the inpatient units across Norwich, North and South with safe staffing levels. Working independently, using own initiative and problem-solving skills to support the inpatient medical team, ward managers and their teams.

Main duties of the job

This is a new, band 3, substantive post based at Ogden Court Community Hospital. Working hours can be negotiable (please state on your application if you would prefer part-time). There will be an administrator at each community inpatient unit and all postholders will work closely together to provide support and resilience in each other's leave and absence.

You will need to be able to evidence a good solid background working in a busy office environment, preferably with experience of working in the NHS. Knowledge of SystmOne would be an advantage, but training can be provided for the successful candidate.

You should also possess excellent communication and administration skills and be able to work as part of a team, as well as independently using their own initiative, problem solving skills and working to deadlines.

About us

Apply now to join an organisation that has been awarded an 'Outstanding' rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.

  • Good benefits package including a minimum 27 days annual leave, plus Bank Holidays, increasing after 5 years and 10 years to a maximum of 33 days
  • Opportunity to join the NHS pension scheme.
  • Wellbeing support (gyms, free eyesight test, cycle to work scheme, wellbeing resources)
  • Free parking at most sites (excluding Norwich Community Hospital)
  • Supportive positive culture that is Well-Led with regular supervision
  • Comprehensive in house and external training programmes available
  • NHS discounts and many more

Please note that applications are accepted by completion of our on-line application form. We cannot accept CV's.

Date posted

26 July 2022

Pay scheme

Agenda for change

Band

Band 3

Salary

£20,330 to £21,777 a year per annum

Contract

Permanent

Working pattern

Part-time

Reference number

839-4416943-SR

Job locations

Ogden Court Community Hospital

60 Ogden Close

Wymondham

NR18 0PE


Job description

Job 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 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, TRAC and designated spreadsheets, within the required timescales and deadlines.

6. To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager and ward 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. Provide cover in other departments, including Reception, during periods of absence, as directed by the Admin Team Lead. This may require travelling to other sites.

10. It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.

Job description

Job 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 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, TRAC and designated spreadsheets, within the required timescales and deadlines.

6. To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager and ward 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. Provide cover in other departments, including Reception, during periods of absence, as directed by the Admin Team Lead. This may require travelling to other sites.

10. 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

  • Numerate and literate, with Maths and English GCSE (Grade C or above), or equivalent
  • NVQ Level 2 in Business Administration, or equivalent experience
  • Proven IT skills

Desirable

  • ECDL, or equivalent IT qualification
  • NVQ Level 3 in Business Administration or equivalent experience
  • RSA II, or equivalent typing qualification

Experience

Essential

  • Proven administration experience in a busy office environment
  • Proven experience of working as part of a team
  • Proven ability to organise and service meetings

Desirable

  • Knowledge of NHS ordering systems
  • Knowledge of SystmOne
  • Knowledge of NHS

Skills, Abilities & Knowledge

Essential

  • Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook
  • Typing skills
  • Good organisational and communication skills
  • Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
  • Articulate, calm, polite and well-motivated with a positive attitude to customer care
  • Effective communication and listening skills, in both written and verbal formats

Desirable

  • Enhanced IT Skills
  • Planning Skills
  • Customer Care Skills
  • Supervisory skills

Personal Attributes & Behaviours

Essential

  • Enthusiastic and motivated
  • Committed to providing the best possible service to patients
  • Tact and diplomacy

Other

Essential

  • Flexible attitude and approach to work to meet the needs of the service
  • Able to make own transport arrangement to meet the needs of the service (access to own vehicle and clean UK driving licence)
  • Willingness to support in the required geographical locations
Person Specification

Qualifications

Essential

  • Numerate and literate, with Maths and English GCSE (Grade C or above), or equivalent
  • NVQ Level 2 in Business Administration, or equivalent experience
  • Proven IT skills

Desirable

  • ECDL, or equivalent IT qualification
  • NVQ Level 3 in Business Administration or equivalent experience
  • RSA II, or equivalent typing qualification

Experience

Essential

  • Proven administration experience in a busy office environment
  • Proven experience of working as part of a team
  • Proven ability to organise and service meetings

Desirable

  • Knowledge of NHS ordering systems
  • Knowledge of SystmOne
  • Knowledge of NHS

Skills, Abilities & Knowledge

Essential

  • Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook
  • Typing skills
  • Good organisational and communication skills
  • Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
  • Articulate, calm, polite and well-motivated with a positive attitude to customer care
  • Effective communication and listening skills, in both written and verbal formats

Desirable

  • Enhanced IT Skills
  • Planning Skills
  • Customer Care Skills
  • Supervisory skills

Personal Attributes & Behaviours

Essential

  • Enthusiastic and motivated
  • Committed to providing the best possible service to patients
  • Tact and diplomacy

Other

Essential

  • Flexible attitude and approach to work to meet the needs of the service
  • Able to make own transport arrangement to meet the needs of the service (access to own vehicle and clean UK driving licence)
  • Willingness to support in the required 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).

Additional information

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

Ogden Court Community Hospital

60 Ogden Close

Wymondham

NR18 0PE


Employer's website

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

Employer details

Employer name

Norfolk Community Health and Care NHS Trust

Address

Ogden Court Community Hospital

60 Ogden Close

Wymondham

NR18 0PE


Employer's website

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

For questions about the job, contact:

Admin Team Lead

Julie Friend

Julie.friend@nchc.nhs.uk

01603272592

Date posted

26 July 2022

Pay scheme

Agenda for change

Band

Band 3

Salary

£20,330 to £21,777 a year per annum

Contract

Permanent

Working pattern

Part-time

Reference number

839-4416943-SR

Job locations

Ogden Court Community Hospital

60 Ogden Close

Wymondham

NR18 0PE


Supporting documents

Privacy notice

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