Administration Assistant

7 months ago


Norwich, United Kingdom Norfolk Community Health and Care NHS Trust Full time

To provide comprehensive and pro-active secretarial and administrative support ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard. Contributing to the smooth running of the services within Community Operations Administration Services; supporting the three Admin Team Leaders and the Admin Ops Manager

1 - To build positive working relationships with the Business Support Manager and Admin Team Leads

2 - Daily use of Microsoft Outlook, Word, Teams, Excel

4 - To be responsible for the Administration Absence line

6 - Prepare HR related documentation

8 - To track training, sickness and other process with the Admin portfolio

9 - Inputting onto various databases and system

10 - Attend and service meetings

11 - Ordering and sourcing of equipment

12 - To help with recruitment within the Admin portfolio
- Good benefits package including a minimum 27 days annual leave, plus Bank Holidays, increasing after 5 years and 10 years to a maximum of 33 days
- Opportunity to join the NHS pension scheme.
- Wellbeing support (gyms, free eyesight test, cycle to work scheme, wellbeing resources)
- Free parking at most sites
- Supportive positive culture that is Well-Led with regular supervision
- Comprehensive in house and external training programmes available
- NHS discounts and many more

1. 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 anddistribute 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 nonroutine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience.
- Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner
- Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner.
- Researching appropriate websites, downloading and circulating documents, as requested.
- Where required, supervise a group of staff on a daily basis.
- Identify and report areas within working processes and procedures that could improve service delivery.
- Assist Managers in the HR and recruitment process for new starters and prepare relevant paperwork for Managers to authorise changes to current staff’s circumstances. Be point of contact for staff to provide information on Trust’s processes, i.e HR, Mileage claims and answer general enquiries to assist staff, especially new starters.

2 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, ensuring notes are ready for clinics, 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.
3 To undertake receptionist/telephonist duties, receiving and processing telephone calls, including referrals, which may be urgent, liaising with health professionals to correctly process referrals. To also make appointments for MSK / Continence patients.
4 To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patient’s 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.
5 To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning/authorising and receipting goods and services on the NHS procurement system, EROS and carrying out research into goods and services as directed.
6 Inputting onto various databases and systems, e.g. SystmOne, PAS, EASY and designated spreadsheets, within the required timescales and deadlines.
7 To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.
8 In conjunction with colleagues, to be responsible for ensuring that petty cash, monies or valuables are accurately recorded and banked promptly and that a regular audit is carried out to ensure compliance with procedures and financial standing orders.
9 To implement policies for own work area and propose changes, as necessary and demonstrating required duties to new starters. To monitor and repo



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