Secretary/administrator

5 months ago

Whitley Bay, United Kingdom Northumbria Healthcare - NHCT Northumbria Healthcare NHS Foundation Trust Full time

We require reliable, enthusiastic and motivated Clerical/Admin Assistants to join our team.

We are looking for enthusiastic and motivated individuals to join our busy team. Your role will be to provide dedicated secretarial and administrative support as part of the School Aged Immunisation Team, to ensure the smooth running of the service.

You will respond to telephone calls and support the nursing team with clinic booking, school immunisation dates and data.

To assist in the general efficient running of school aged immunisation Team office, including data inputting, handling post, dealing with telephone enquiries and other admin duties.

To respond to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate. Liaising with internal services and partner agencies when necessary as directed

We manage three major locality hospitals at North Tyneside, Wansbeck and Hexham, plus a number of smaller community hospitals and clinics from Tynemouth to Berwick on Tweed, in addition to our state-of-the-art Northumbria Specialist Emergency Care Hospital, the first of its kind in England. We also care for people in their homes and provide services from facilities in local communities such as health centres. We give people greater choice and control over their care to help them to live independently at home and avoid hospital admission where appropriate. High quality patient care is at the heart of everything we do and we strive to ensure every single patient and service user has an exceptional experience with us. We have one of the most extensive patient experience programmes of any trust in England.

To attend and administer duties relating to the smooth and efficient delivery of the school based immunisations.

The maintenance of the immunisation booking system, liaising with schools and other professionals to include the preparation and arrangement of school based sessions and clinic appointments, ensuring all clerical work resulting is dealt with in a timely manner.

To display and ensure availability of information sources to be taken to schools during parents evenings and campaign deliveries. This will include distribution and collation of all service user surveys.

To undertake, independently, routine duties for the team e.g. the booking and sending of dates for immunisation sessions in schools, organising catch up sessions in schools and clinic appointments.

Support Immunisation Nursing team to manage e-consent solution

To deal with all internal/external mail and redistribution to relevant departments.

To prioritise workload to meet agreed timescales.

To maintain appropriate levels of stationery and medical equipment stock; to place requisitions onto the Trust purchase ordering system.

To travel to schools and clinics within the North of Tyne and Gateshead area to provide administrative support to the services therein. This responsibility is delegated from the Safe Care Lead.

To communicate verbal information with team members, multidisciplinary members and other agencies, e.g. social services, education staff, parents as necessary. This information may be liaison from professionals or appointments and feedback. This often requires tact and a reassuring attitude.

Dealing with telephone enquiries and liaison between involved parties e.g. parents, health professionals, teachers.

To ensure all service users, families and other professionals are treated with dignity and respect.

To work within the office setting and deal with interruptions whilst completing the planned work.

To collect and submit data for the trust within timescales, in conjunction with Safe Care Lead.

To occasionally collate data/audit for team work.

To report any faults, defects or building defects to the Team Leader.

To attend appropriate immunisation training for administrative staff as well as mandatory training and other training or updates specific to the area in which you work.

Participate in continuous improvement and develop methods of flexible learning to assist in the self-development process.

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