Administration Assistant
3 months ago
1 To support with the efficient, secure and safe running of the NCH stock rooms by devising relevant operational procedures and ensuring they are in place, maintaining up to date records of all stock products in and out of the area, including carrying out stock counts, reporting any discrepancies or issues to the Personal Assistant / Supervisor and Admin Team Lead. 2 To support the Norwich Place centralised stock management process which can include: Ordering and receipting all consumable stock Carrying out a stock take of all goods Receiving and checking goods and reporting any discrepancies or other issues within procedural deadlines Putting stock away in the stores room, maintaining stock levels with daily top-ups at NCH Arranging onward distribution to relevant departments or sites if required Maintaining up to date information recorded on stock spreadsheets including base lines and previous orders Liaise with suppliers to resolve any issues or queries 3 To be responsible for communicating with the families/carers of patients to order consumable stock and equipment, liaising with the Clinical Engineering team to ensure the delivery of stock in a timely manner. Chasing stock orders and investigating compatible items where stock is unavailable. 4 To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system, Powergate, and carrying out research into goods and services as directed.
This can include carrying out weekly checks to ensure equipment is working correctly for Community Nursing and Therapy teams, reviewing annual clinical engineering dates to ensure compliance, assessing the contents of doppler kits and ordering any equipment required for kits, reviewing and recording fridge temperatures to ensure drugs are stored safely and as required. 5 To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload), which will include: Using a range of software programmes and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations. This 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.
Researching appropriate websites to gather information around equipment used for the service. This includes downloading and circulating documents, as requested. Where required, work as a team with a group of staff on a daily basis, supporting the nursing stock volunteer with training, communicating changes and providing updates on procedures and best practice. Identify and report areas within working processes and procedures that could improve service delivery.
7 To maintain schedules and diaries, organise and service meetings and clinics, which may involve travel to and from other venues. This will include resolving appointment conflicts, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes at meetings. 8 Be a point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner. 9 To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patients fears and lack of understanding.
Exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner. 10 Supporting with formatting of confidential Duty of Candour letters to be sent out to patients, checking the letters for grammatical or spelling mistakes, ensuring the letter has been checked and approved by relevant Quality colleagues, inputting letter data onto relevant trackers and uploading copies of the letters to Datix for reporting purposes. 11 Inputting onto various databases and systems, e.g. SystmOne, Healthroster, TRAC, Cloudbooking Powergate and designated spreadsheets, within the required timescales and deadlines.
This may include scanning referrals, which may be urgent, and liaising with health professionals to correctly process the referrals 12 Updating HealthRoster system to support Senior Leaders and Clinical Operations Managers with staffing information, such as adding or adjusting shift patterns, adding staff sickness, adding excess hours and adding or cancelling annual leave requests from staff as directed by the relevant Service Lead/Manager. 13 Assisting Senior Leaders with
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Norwich, Norfolk, United Kingdom Reed Full timeAdministrative Assistant OpportunityWe are seeking an experienced Administrative Assistant to support our client with a backlog of reports.The ideal candidate will have excellent data entry and processing skills, with the ability to work accurately and efficiently.Responsibilities will include entering data, converting it to reports, and creating drawings...
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Administrative Assistant
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Administrative Assistant
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