Administration Assistant

1 week ago


Portsmouth, Portsmouth, United Kingdom Solent NHS Trust Full time

Job summary

We are looking for a Admin Assistant to join our Business Support Team in our Inpatients Units

Our Portsmouth Inpatient Units provide specialist rehabilitation and re-enablement for patients from our local community. This may follow a period of hospital admission or a period of being unwell at home. As a Admin Assistant for the unit, you will be an essential member of the team working alongside Ward Managers and Admin Assistants to provide exceptional business support for the Summerlee Unit at Harry Sotnick House.

We are looking for someone who has excellent communication, organisation and experience working within high pressured administrative environments while adapting to unique pressures

If this sounds like you apply today

Main duties of the job

Use and populate the electronic record system for clinical records (Systm1) or other service systems with accurate information Follow agreed processes for dealing with emails on Outlook and , on a daily basis prioritising both urgency and importance, taking responsibility for signposting or dealing with queries regarding issues arising Monitor and action emails coming into generic email accounts as required Faxing, photocopying, scanning and electronic filing accurately and securely Populate systems and databases required for service delivery Gather information from systems/records for statistical collation and audit Liaising by telephone or in person with clients, colleagues and other healthcare professionals in a positive, friendly, calm and sympathetic manner, using good judgement to identify requirements in order to pass on information correctly or take appropriate action Manage appointment bookings, updating electronic record systems and sending appointment letters following Trust guidelines and targets Retrieve and store records from Filestore ensuring accurate information is recorded on progress of these records, their destination and delivery according to IG protocol Process incoming and outgoing mail, telephone or written messages, distributing appropriately and in a timely manner, taking responsibility for signposting or dealing with queries regarding issues arising

About us

We have been working with other local NHS Trusts to create a new organisation, bringing together all community, mental health and learning disability services from across Hampshire and Isle of Wight. Subject to approvals, the aim is for the new Trust to be formed by July 2024.Project Fusion is the name for the programme to create the new combined NHS Foundation Trust. Hampshire and Isle of Wight Healthcare NHS Foundation Trust will be bringing the services into a single organisation will result in more consistent care, more equitable access to services irrespective of postcode, and a more sustainable workforce and services. The new organisation will operate locally to ensure services can best meet the needs of different new Trust will be comprised of all the services currently provided by Solent NHS Trust and Southern Health NHS Foundation Trust, the community, mental health and learning disability services provided by Isle of Wight NHS Trust and child and adolescent mental health services delivered in parts of Hampshire by Sussex Partnership NHS Foundation Trust.Colleagues will transfer to the new organisation under Transfer of Undertakings (Protection of Employment) -- known as TUPE on 1st July 2024. TUPE is a legal process to ensure you transfer out of one organisation and into another, maintaining the terms and conditions of your employment.

Job description

Job responsibilities

*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

Person Specification

Qualifications

Essential

Good General Education English & Maths GCSE, level 4 or equivalent RSA 2 typing or equivalent

Desirable

ECDL or equivalent IT skill & knowledge

Experience

Essential

Experience of maintaining filing systems & collating information

Desirable

Experience of Admin work Experience of working with the public in a customer-focused environment

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