Administration Assistant

6 months ago

Bury St Edmunds, United Kingdom West Suffolk NHS Foundation Trust Full time

An exciting opportunity has arisen for a full time administrative assistant to join our friendly and professional admin team providing high quality support to over 650 staff within the Integrated Therapies and Integrated Neighbourhood Teams across West Suffolk Hospital and the Local Community Services.

We are looking for a conscientious individual with excellent IT skills who enjoys working in a fast paced environment with changing priorities.

You will be able to work independently and within a team. Training and support will be given on all aspects of this administrative position.

The successful applicant must have the ability to communicate with staff of all levels with an organised and motivated approach whilst ensuring a high level of accuracy and attention to detail.

Ideally you will have previous experience of working in admin within the healthcare sector, although this is not essential.

The Integrated Therapies and Integrated Neighbourhood Teams have an excellent appraisal process and are committed to personal and professional development.

BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community

We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.

The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.

Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.

We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.

With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.

We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.

Join us. What will you #BeKnown for?

Please see the full job description for more information

JOB PURPOSE

To act as the Central Administrative Assistant to both the Integrated Therapies service and the Adult Community Integrated Neighbourhood teams.

To undertake the day to day administrative duties of the central admin team.

To support the management and co-ordination of Mandatory Training requirements and reporting for both Integrated Therapies and INTs.

To support the management and co-ordination of inductions for all new staff and students within INTs and Integrated Therapies.

To support implementing and maintaining systems for the management and reporting of staff appraisals for all staff within both the INTs and Integrated Therapies.

To support the senior administrator with the management and co-ordination of all Therapy pool cars.

KEY TASKS

Communication & Team Working

To provide a professional and polite service to staff, patient/service users.

Deal with any telephone calls, taking messages or referring on to other senior level staff. Always ensuring telephone calls are dealt with in a polite and efficient manner, re-routing inappropriate calls to the relevant areas.

On occasion to attend departmental / team meetings where required and take minutes and type up in a timely way, distributing as required.

Planning & Organising

To assist the Admin Team in the organisation of inductions for new staff collaborating with the local clinical admin in the INTs; to include but not restricted to arranging uniform, parking permits, mandatory training (face to face and e-learning), staff development files, ID and name badges, lockers, computer access and annual leave.

To support the Admin Team in preparing for interviews being undertaken on/off site or by virtual means.

To assist with student placement planning

To maintain the Therapy Training Room and other electronic diaries.

To ensure all centrally stored therapy laptops are regularly checked for updates and maintain a register of when these are loaned to staff. Ensure all laptops are fully charged on a daily basis.

Professional / Administration

To assist in ad-hoc small project support as directed by the business manager.

To provide general secretarial support to all services to include but not restricted to typing, photocopying, and filing - including new electronic filing system.

To provide administrative support to Managers and Clinicians as required. To include the production of confidential and sensitive material, reports, graphs, letters, leafle

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