Senior Administrative Assistant

Job description

Job responsibilities

To independently manage, carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties without direct supervision (deciding when it is necessary to refer to the line manager), which will include:

Using a range of software programmes and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which may include medical terminology and deal with matters of a complex and/or distressing nature. 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. Managing own, Senior Managers and shared emails, dealing with as much as possible and using a flagging system to prioritise those for the Senior Managers attention. To anticipate and assess problems or issues, showing initiative and exercising independent judgement in resolving or actioning them on behalf of the Senior Manager.

To manage and 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 that papers are ready for meetings, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings.

To undertake receptionist/telephonist duties, receiving and processing telephone calls, which may be urgent.

To communicate professionally and effectively with colleagues, stakeholders and service users at all levels, providing clear information and guidance, exercising tact and judgement in dealing with and resolving enquiries, taking accurate messages and ensuring these are actioned and/or passed to the relevant person in a timely manner.

To provide and receive contentious or sensitive information about difficult or complex matters and to respect confidentiality at all times. This will include communicating with staff around rosters, pay, prescribing trends and formulary requests.

To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system, Powergate and carrying out research into goods and services as required.

Responsible for the ordering, receipt and distribution of controlled stationary such as prescription pads.

Inputting onto various databases and systems, e.g. SystmOne, PAS, EASY and designated spreadsheets, within the required timescales and deadlines.

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. To undertake any other site and facilities duties, as required.

To undertake financial duties and recording, as required by the Senior Manager and, in conjunction with colleagues and undertake regular audit to ensure compliance with procedures and financial standing orders.

To directly supervise the administration assistant and support the Head of Medicines Optimisation and Lead Advanced Clinical Practitioner in monitoring cover, annual leave, sickness absence and mandatory training. To undertake appraisals and regular supervision.

Deal with any queries on a daily basis in relation to processes, problems, complaints and if needed refer these to the senior manager. To implement policies for own work area and propose changes, as necessary and demonstrate own duties to new starters.

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.

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

• oGCSEs grade C or above in English and Maths, or equivalent
• oHigher level of education (e.g. NVQ Level 3 Business Administration or equivalent experience)

Desirable

• oRSA II or equivalent typing qualification

Experience

Essential

• oProven experience of working in a senior secretarial position in a busy office
• oProven ability to demonstrate systematic approach to prioritisation or work and cope under pressure to meet deadlines
• oProfessional contact with the General Public
• oCustomer Care experience

Desirable

• oPrevious NHS experience
• oExperience of Datix
• oExperience of eRoster
• oExperience of prescribing systems for generating reports
• oExperience of minute taking

Skills, Abilities and Knowledge

Essential

• oComprehensive working knowledge of Microsoft Office
• oExcellent verbal and written communication skills
• oSupervisory and management skills
• oAbility to work to work on own initiative and manage own workload
• oAbility to work without direct supervision
• oExcellent organisational and problem solving skills
• oExcellent attention to detail

Desirable

• oSystmOne and PAS literate

Personal Attributes / Behaviours (linked to the Trust's Behaviour Framework)

Essential

• oEnthusiastic and motivated
• oCommitted to providing the best possible service to patients
• oTeam Player
• oArticulate, calm, polite and well-motivated
• oAbility to work on own initiative
• oTact and diplomacy

Other

Essential

• oFlexibility to travel to other sites
• oAble to make own travel arrangements

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

Norfolk Community Health and Care NHS Trust

Address

Woodlands House, Norwich Community Hospital

Bowthorpe Road

Norwich

NR2 3TU

Employer's website

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