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Administration Assistant
3 months ago
To Independently manage and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload).
Using a range of software programmes, including SystmOne, Microsoft and Jabber and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which 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.Identify and report areas within working processes and procedures that could improve service delivery.
Assist Managers in the administration of HR and recruitment process for new starters and prepare relevant paperwork for Managers to authorise changes to current staffs circumstances.
Assist in the administration of recruitment using TRAC.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.
This will include resolving appointment conflicts, ensuring notes 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, including referrals, which may be urgent, liaising with health professionals to correctly process referrals and contacting patient transport companies to alleviate issues with patient transport.
Inputting onto various databases and systems, e.g. SystmOne and designated spreadsheets, within the required timescales and deadlines.To be committed to working within a changing environment, responding positively to new demands and changes.
To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to the team leaders.
To maintain required contact with inpatient wards to discuss anticipated delays, co-ordinate patient discharge with ward, and support discharge process on SystmOne.
Distribute relevant delay information to trust CEO and Directors daily.Please see attached Job Description for full details.
