Administration Assistant

3 weeks ago

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

This post is commencing as a Band 2 Administration Assistant for Norwich Place and upon completing Business Administration Level 3 NVQ and progression framework, progressing to a Band 3 Administration Assistant for Norwich Place. The expected time for completion of NVQ is over an 18-month period. This is a developed pathway to enable career progression within our Norwich Place Admin Team to support administrative staff through the stages of their careers and offer a fully funded Level 3 NVQ qualification as part of the programme.

Your training will be supported by a dedicated in-house administrative team, our Clinical Education Team, and the wider admin and clinical teams throughout.

At the end of the 18-month period, you will be expected to have reached an equivalent stage of development as outlined in the progression criteria below. Upon successful completion of this period you will remain in our Norwich Place Admin Team as an entry-level Band 3 Administration Assistant.

Applicants must be willing to undertake and successfully complete the Business Administration Level 3 NVQ within an 18 month period.

**Progression Criteria**:

- Completion of Level 3 Business Administration NVQ at grade ‘Pass’ or above.
- Ability to independently maintain schedules/diaries and organise and service meetings. This will include resolving appointment conflicts, issuing meeting invitations, formulating agendas, distributing papers, making room bookings and greeting visitors and taking formal minutes or notes at meetings.
- Updating HealthRoster to support Senior Leaders & Clinical Operations Managers with staffing information, such as adding or adjusting shift patterns, adding staff sickness and adding/cancelling annual leave requests from staff as directed by the relevant Service Lead/Manager.
- Assisting Senior Leaders with typing and formatting of confidential letters to staff, which can relate to staff sickness or performance, as well as typing meeting outcome letters and transcribing for investigations.
- Show progression in ability to be proactive, organised and learn independently in role to deliver against specified timescales and deadlines.
- In the absence of the Personal Assistant, support with relevant duties commensurate with banding.
- This list is not exhaustive and progression to Band 3 grading will be dependent on performance in the role. This is measured by the Admin Team Lead and Personal Assistant / Supervisor through regular probationary period meetings over 6 months, followed by 6-8 weekly supervisions upon successful completion of probationary period.

To provide a comprehensive, pro-active secretarial and administrative support for the Norwich Senior Management Team ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard. To provide an efficient, safe and secure stores
service on the NCH site to all users. Contributing to the smooth running of the services within Norwich Place, supporting the Senior Management Team and the Community Nursing and Therapy Teams; working closely with the Norwich Place Personal Assistant.

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:

- Dealing appropriately with all telephone enquiries as well as face to face patient contact, which may on occasion be upsetting.
- 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. 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, work as a team with 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).

1. To maintain schedules and diaries, organise and service meetings and clinics, which may involve t

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