Divisional Administration Assistant

4 weeks ago


Swindon, United Kingdom Great Western Hospitals NHS Foundation Trust Full time

**previous applicants need not apply**

An exciting opportunity has arisen for an experience Administrator Assistant to join our team.

The Divisional Administration Assistant will be an integral part of the Planned Care Management Team providing efficient and effective clerical and administrative support service to the Division in accordance with relevant policies and procedure. The post holder will be able to manage and prioritise their own workload and operate independently within the role.

**Hours**: 37.5 per week

1. To provide comprehensive and effective secretarial and administrative support including appointment booking, multiple diary management and electronically file documents regularly as appropriate.

3. Undertaking typing of letters, reports, minutes, presentations, and other related documentation. Ensuring all work leaving the department is of the highest quality in terms of presentation and layout and is dispatched within agreed timescales.

4. Ensure all correspondence is appropriately referred to an agreed member of the team during periods of leave and processed accordingly.

5. Support and organise the Division with the recruitment approval process (RAP).

Our STAR values are at the heart of everything we do. You can expect to see them in the way we act and the way we treat each other. Our values make us who we are. We will expect your values and behaviours to reflect the STAR Values of the organisation:
Service - We will put our patients first

Teamwork - We will work together

Ambition - We will aspire to provide the best service

Respect - We will act with integrity

6. Record and monitor annual leave and sickness absence for staff within the Divisional Management Team.

7. Process all stationery and equipment orders for the Divisional office utilising SBS ordering system and trust stationery services.

8. Undertaking typing for other members of the management team as workload allows.

9. Maintain a working knowledge of hospital systems (Medway, SBS, Case notes tracking etc) so that enquiries can be dealt with efficiently, liaising with other departments and directorates.

10. Retrieve, log and return case notes/medical records, keeping these in accordance with Trust policy (‘Case note tracking and Filing in Case notes’).

11. Prioritise workload and be able to work autonomously and use own initiative highlighting potential problems and proposing possible solutions within available resources.

12. Provide guidance and assistance in the absence of the management team.

Full duties can be found on the attached JD.


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