Administrative Assistant

5 days ago


Wakefield, United Kingdom NHS Full time

An exciting opportunity has arisen for an enthusiastic, motivated, and experienced Administrative Assistant to work in Infection Prevention and Control at Mid Yorkshire Teaching NHS Trust.

As a member of the Infection Prevention and Control Team, you will be expected to work both independently and as part of a larger team, delivering the infection prevention and control agenda across the community and acute healthcare sector.

The successful applicant will be required to work autonomously (as well as part of a team), manage their own workload, work under pressure and to expected deadlines, and have a strong attention to detail and accuracy.

A sound educational background is required with extensive knowledge and use of Microsoft Excel, Word, and Email applications being essential. A keen interest in infection prevention and control/knowledge/experience would be an advantage.

Please note the working hours per week is 30.

Main duties of the job

The successful applicant will support the Infection Prevention and Control Team in the delivery of the Trust's infection prevention and control programme by providing a comprehensive secretarial service. Main responsibilities include:

  • Completing general administrative duties and clerical assistance.
  • Accurate recording of records.
  • Inputting data into established databases.
  • Preparation and circulation of documentation for meetings including minutes.
About us

We are an acute trust caring for over half a million people in Wakefield and Kirklees. Our 10,000 staff work in patients' homes, the community, and our three hospitals in Pontefract, Dewsbury, and Pinderfields (Wakefield). We prioritize our people and values so we can deliver the best possible care to patients. Our team is friendly, passionate, and innovative, always seeking better ways to work.

We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces to share ideas and concerns to increase awareness and appreciation of equality, diversity, and inclusion. We welcome applicants from all backgrounds and especially encourage members of the LGBTQ+ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust.

If you value caring, high standards, improvement, and respect, join the MY team to make a difference every day.

Job responsibilities
  • Ensure post addressed to the clinical/management team is promptly collected, sorted, recorded, and actioned as appropriate.
  • Act as a focal point for the clinical/management team, providing a friendly and professional service.
  • Assist the Infection Prevention and Control Team with administrative tasks, ensuring timely completion of required documentation.
  • Manage diary, arrange appointments, schedules, and resolve conflicting appointments.
  • Ensure all duties are undertaken in line with standard operating procedures.
  • Accurate recording of all paper/computerized records.
  • Preparation and circulation of documentation for meetings within prescribed timescales.
  • Preparation of orders and receiving of goods/services for efficient service operation.
  • Typing of correspondence using relevant IT systems to a high standard.
  • Maintain statistical records/information for the clinical/management team.
  • Attend meetings to provide secretarial support.
  • Responsible for the confidential management of records.
  • Provide relevant assistance and training to support colleagues.
  • Carry out general administration duties as required.
Person SpecificationKnowledge and Awareness
  • Understanding of Caldicott/Data Protection Act.
  • Awareness of own limitations.
  • Knowledge of Trust Policies.
Qualifications
  • RSA Level 3 typing/word processing or equivalent qualification or experience.
  • Sound educational background (4 GCSEs, grade C or above).
  • PA/Secretarial Diploma.
  • Shorthand Qualification.
Personal Attributes
  • Confident.
  • Calm under pressure.
  • Flexible approach to working arrangements.
  • Strong attention to detail and accuracy.
  • Self-motivated.
  • Professional appearance.
Experience
  • Experience in multi-disciplinary team working.
  • Secretarial experience.
  • Experience of working with filing systems.
  • Experience of good customer or patient care.
  • Experience with computer software programmes such as Microsoft Office.
  • Experience of scheduling/co-ordination activities.
  • Previous NHS administrative role.
  • Experience of working with confidential material.
Skills and Abilities
  • Good verbal and written communication skills.
  • Ability to deal with conflict.
  • Ability to engage and motivate others.
  • High standard of accuracy.
  • High level of initiative.
  • Flexibility and adaptability to change.
  • Able to work as part of a team.
  • Strong analytical skills.
Other
  • Adaptable and flexible according to service demands.
  • Understanding of the need to maintain confidentiality.
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.

Head of Infection Prevention and Control

£24,071 to £25,674 a year pro rata for part time

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