Administration Assistant
8 months ago
Assist in administrative procedures for Non-Clinical Services for the Victoria Infirmary and Elmhurst Intermediate Care Centre. This includes purchase ordering, processing delivery notes and invoicing, ordering hospital linen from linen services. Assist in the general procedures relating to the Estates department, including the reporting of maintenance issues and updating the appropriate database, fire alarm testing and informing departments of any estates work taking place. Take delivery of all mail and parcels which come onto the hospital site and redirect via support staff to appropriate staff/departments.
Respond in a prompt and professional manner to general enquiries relating to the hospital from staff, patients and visitors. Contribute to the security of the site by managing and recording the distribution of keys to authorised personnel. In the absence of the Service Co-ordinator, ensure non-clinical service provision at Victoria Infirmary and Elmhurst Intermediate Care Centre are maintained, this includes dealing with any queries, staff shortages and ad-hoc issues which may arise. Keep records of property items found on the site, and deal with items according to Trust policy Maintain constructive relationships with others, within and across Divisions and externally in order to improve the effectiveness and efficiency of services to patients.
GOVERNANCE To comply with all Trust and departmental procedures, particularly in relation to: Customer Service Object Handling Assisting with Patient Handling Security of property and personal belongings Staff, patient and public safety Patient and staff confidentiality Privacy and dignity of patients Safe use of equipment Standards of conduct Reporting incidents Assist with the monitoring of standards e.g. benchmarking and audit and assist with the implementation of actions plans to improve the quality of services. Ensure compliance with Trust policies, procedures and guidelines taking action/alerting senior management team if practice appears to contravene policy, or if concerned about any aspect of patient care. Assist with the implementation of actions plans arising from risk reports or complaints.
MANAGERIAL/LEADERSHIP Act as a role model by demonstrating leadership and expertise, and by maintaining credibility within the Division, the wider health community and external agencies ensuring a positive image of the Trust is maintained. Assist the Division in the effective use of resources e.g. staff budget, premises, equipment, supplies and materials. Maintain a healthy, safe and secure working environment, ensuring compliance with legal regulatory requirements.
Maintaining accurate documentation and reporting any concerns. EDUCATION/LEARNING Take responsibility for own learning and development by recognising and taking advantage of all opportunities to learn, including full participation in appraisal, supervision, action learning, and by maintaining a portfolio of learning. Ensure own learning needs are met, evaluated and shared in order to change and improve services according to changing healthcare needs. This job description is an outline of the role and function.
It is not intended to describe all specific tasks.
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