Administration Assistant

4 days ago

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

Are you a tenacious, confident, and flexible person, with excellent organisational, engagement, and communication skills, who can work autonomously and as part of a creative and motivated team? If you are, we would really like to hear from you

You will provide an efficient, confidential administrative service to the Clinical Leads and Community Teams within the South Place.

This is a new, Band 3, substantive post based at Wymondham Health Centre.

You will work closely with clinical colleagues and the clinical teams, as well as admin colleagues. This is a varied role and duties may include, arranging meetings and taking minutes, supporting with HR letters and documents, supporting with admin for recruitment. You will need to have previous administration and secretarial experience, as part of a team and within a busy office environment.

Applicants must have excellent organisation, communication and customer care skills and be able to work proactively using own initiative, demonstrating self-management and prioritisation of their workload.
- 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 (excluding Norwich Community Hospital)
- Supportive positive culture that is Well-Led with regular supervision
- Comprehensive in house and external training programmes available
- NHS discounts and many more

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:

- 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).
- 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.

1. 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 at meetings.

2. To undertake receptionist/telephonist duties, 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.

3. 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.

4. 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, Powergate, and carrying out research into goods and services as directed.

5. Inputting onto various databases and systems, e.g. SystmOne, PAS, Onpos, Powergate and designated spreadsheets, within the required timescales and deadlines. This may include scanning referrals, which may be urgent, and liaising with health professionals

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