Administrative Assistant

Primary Integrated Community Services

This job is now closed

Job summary

We have an exciting opportunity for an enthusiastic Administrative Assistant to join our dynamic team. This permanent position is well suited to an individual who is enthusiastic about providing high quality administrative support.

Main duties of the job

KEY RESPONSIBILITIES:

To provide day to day effective and efficient administration support.
To be able to work to deadlines and prioritise workload.
Maintain a high level of confidentiality.

KEY REQUIREMENTS:

Good standard of general education including Maths and English qualification.
Excellent IT skills Microsoft Office.
Experience of working in a customer service focused environment.

About us

Our caring staff provide high quality wellbeing and health services for our communities. We collaborate with the whole social and health system to design innovative solutions and ensure a seamless experience for patients.

We are proud to be a trusted partner of the NHS.

BENEFITS:

Auto Enrolment to the NHS Pension Scheme or an alternative government based scheme (based on eligibility)
Attractive salaries (dependent on experience and qualifications) referenced to Agenda for Change
Access to NHS IT systems
Annual leave entitlement references Agenda for Change

On Appointment 27 days plus 8 days bank holiday entitlement
After 5 years 29 days plus 8 days bank holiday entitlement
After 10 years 33 days plus 8 days bank holiday entitlement

Recognition of previous NHS service for Annual leave and sickness pay

Date posted

01 April 2021

Pay scheme

Agenda for change

Band

Band 2

Salary

£18,005 to £19,337 a year

Contract

Permanent

Working pattern

Full-time, Part-time, Job share, Flexible working

Reference number

E0220-21-8953

Job locations

Unit H4 Ash Tree Court

Nottingham Business Park

Nottingham

Nottinghamshire

NG8 6PY

Job description

Job responsibilities

JOB PURPOSE:

To provide day to day effective and efficient administration support.
To be able to work to deadlines and prioritise workload
Maintain a high level of confidentiality
To talk to patients/clients in a positive and friendly manner and deal with their queries
Deal with administrative duties in a timely and efficient manner

MAIN DUTIES:

Working as part of a busy team, process telephone requests for appointments, visits and telephone consultations accurately and appropriately.
Accurate data entry and processing using SystmOne and other databases
Working to ensure high levels of confidentiality and information governance in your work
Effective communication with clinical and administration teams
Providing cover for colleagues
Achieve set targets and Key Performance Indicators
Occasional travel to clinics and face to face customer contact
Flexibility in approach to work tasks, able to prioritise a busy workload.
Complete relevant training and participate in team meetings

GENERAL ROLE REQUIREMENTS:

Able to establish and maintain positive relationships with colleagues, patients and contractors
Ability to deal calmly with patients in distress or who exhibit challenging behaviour
Ability to communicate clearly by telephone, email and letter
Ability to recognise when someone is having difficulty understanding or communicating and respond appropriately
Excellent verbal and written communication skills
Able to work with confidential information and understand when consent has to be gained to discuss confidential information
Ability to make judgements on issues and when to refer onto more senior staff or Clinicians
Ability to plan and organise your own work
Be flexible and adaptable to changing requirements
Able to process data securely in line with data protection regulations
To follow PICS policies and procedures

Job description

Job responsibilities

JOB PURPOSE:

To provide day to day effective and efficient administration support.
To be able to work to deadlines and prioritise workload
Maintain a high level of confidentiality
To talk to patients/clients in a positive and friendly manner and deal with their queries
Deal with administrative duties in a timely and efficient manner

MAIN DUTIES:

Working as part of a busy team, process telephone requests for appointments, visits and telephone consultations accurately and appropriately.
Accurate data entry and processing using SystmOne and other databases
Working to ensure high levels of confidentiality and information governance in your work
Effective communication with clinical and administration teams
Providing cover for colleagues
Achieve set targets and Key Performance Indicators
Occasional travel to clinics and face to face customer contact
Flexibility in approach to work tasks, able to prioritise a busy workload.
Complete relevant training and participate in team meetings

GENERAL ROLE REQUIREMENTS:

Able to establish and maintain positive relationships with colleagues, patients and contractors
Ability to deal calmly with patients in distress or who exhibit challenging behaviour
Ability to communicate clearly by telephone, email and letter
Ability to recognise when someone is having difficulty understanding or communicating and respond appropriately
Excellent verbal and written communication skills
Able to work with confidential information and understand when consent has to be gained to discuss confidential information
Ability to make judgements on issues and when to refer onto more senior staff or Clinicians
Ability to plan and organise your own work
Be flexible and adaptable to changing requirements
Able to process data securely in line with data protection regulations
To follow PICS policies and procedures

Person Specification

Qualifications

Essential

Good standard of general education including Maths and English qualification

Desirable

NVQ Level 2 in Business and Administration

Experience

Essential

Experience of working in a customer focused environment
Experience of dealing with customers who exhibit challenging behaviour
Experience of successfully working to deadlines
Good organisational skills able to manage busy workload and have good attention to detail
Ability to make sound judgements when prioritising tasks and knowing when to refer
Ability to manage own workload and work autonomously
Ability to seek advice from colleagues when appropriate
Problem solving ability to respond to problems and present solutions
Awareness of confidentiality
Ability to maintain electronic and paper records securely
Excellent IT skills Microsoft Office (Excel, Word, Outlook)

Desirable

Knowledge of data protection legislation and how to apply this to a customer service role
Experience of working in a similar role in the NHS
Experience of minute taking

Interpersonal skills

Essential

Ability to work with a high level of accuracy and attention to detail, with constant interruptions
Ability to produce professional letters and documents accurately and swiftly
Ability to work as a team and follow management instructions
Ability to work under pressure
Flexible and adaptable approach to duties
Excellent telephone manner
Ability to explain information to people verbally and in writing
Calm and courteous under pressure

Desirable

Understanding of the PICS service delivery model in Pain Services

Other requirements

Essential

Commitment to the PICS Values and Objectives

Desirable

Ability to change working hours to suit the service
Ability to travel to different work locations

Person Specification

Qualifications

Essential

Good standard of general education including Maths and English qualification

Desirable

NVQ Level 2 in Business and Administration

Experience

Essential

Experience of working in a customer focused environment
Experience of dealing with customers who exhibit challenging behaviour
Experience of successfully working to deadlines
Good organisational skills able to manage busy workload and have good attention to detail
Ability to make sound judgements when prioritising tasks and knowing when to refer
Ability to manage own workload and work autonomously
Ability to seek advice from colleagues when appropriate
Problem solving ability to respond to problems and present solutions
Awareness of confidentiality
Ability to maintain electronic and paper records securely
Excellent IT skills Microsoft Office (Excel, Word, Outlook)

Desirable

Knowledge of data protection legislation and how to apply this to a customer service role
Experience of working in a similar role in the NHS
Experience of minute taking

Interpersonal skills

Essential

Ability to work with a high level of accuracy and attention to detail, with constant interruptions
Ability to produce professional letters and documents accurately and swiftly
Ability to work as a team and follow management instructions
Ability to work under pressure
Flexible and adaptable approach to duties
Excellent telephone manner
Ability to explain information to people verbally and in writing
Calm and courteous under pressure