Admin Assistant

7 months ago

Wakefield, United Kingdom South West Yorkshire Partnership NHS Trust Full time

**1.1 Service provision**: To assist the department with routine office duties, appropriate to the role, for example: Word processing of correspondence /reports/ other documents accurately To take and transcribe notes Dealing with telephone calls/ take accurate messages Photocopying/ Scanning/ Filing Receiving visitors/Reception Reporting faults Mail handling Request, cancel and re-arrange appointments Systems maintained and updated Demonstrate duties to new starters Provide cover for other members of the team. Deliver excellent levels of service and address or report to the Line Manager, in a timely manner, when these standards have not been met. Support the Line Manager as required. Proactively and positively contribute to the achievement of business outcomes through individual and team effort, with the focus being on delivering excellent customer services.

Work within defined parameters, prioritise own tasks and respond to peoples needs.Refer and seek guidance/supervision on issues outside of post holders level of competence or authority. Help to promote an open, welcoming, person-centred culture seeking feedback from users of the service to aid service improvement. Produce clear and accurate written correspondence as appropriate to the role, using competent IT skills, accurate data inputting and use of Trust Intranet and Internet as required. Maintain accurate documentation.

Use appropriate documentation/systems in accordance with local and Trust standards. Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality.. Build and sustain effective communications to ensure good team working and collaborative working practices.

Disseminate knowledge, and information to those who need to know. Support the smooth running of administrative systems and meeting of all relevant deadlines. Proactively identify additional activities in accordance with the role, which would increase postholder efficiency and the efficiency of the team; offer suggestions for improvement and implement agreed activities. Support the Trusts culture of collaborative, flexible cross-team working and commitment to delivering quality services and outcomes.

This may require the use of tact/ empathic or reassurance and persuasive skills where agreement or co-operation is required. Accurately record and up date department/service computerised/maual records and systems, tracking service user records as appropriate and in accordance with operating procedures, collate and provide data as directed. To provide cover or support to others as required as appropriate to the role. Assist in delivering excellent levels of customer services to people.

Assess, problem solve or report, in a timely and proactive manner, when these standards have not been met. Assist in providing a positive link between the department/service and those who use it. Ensure service user privacy, dignity, rights, choices are maintained at all times. Provide and receive service user information using tact, reassurance, empathy and persuasive skills as required.

Ensure urgent matters are acted upon timely, within service performance standards. Keep appropriate statistical records/information as and when directed by the team/service for audit purposes. Assist in the provision of statistical returns as required which may involve entering statistical data onto databases. Provide relevant assistance as and when directed to support all colleagues.

Recognise and respond appropriately to emergency situations. Support the reduction of hazards in the environment by being aware of safety, security, theft or damage. Support the Trusts culture of commitment to delivering quality services and outcomes. Maintain and continuously improve knowledge & understanding of the Trust/service including systems, policy, and current issues, particularly with regard to own area of work and service users.

Proactively identify additional activities in accordance with the role, which would increase post holder and team efficiency; offer suggestions for improvement. Refer and seek guidance/supervision on issues outside the post holders level of competency or authority. To provide cover or support to others and work within other areas as the situation and staffing levels require. Participate in departmental/team meetings, offer suggestions for service improvements.

Assist in the achievement/improvement of service/quality standards. Be competent in using and ensure the proper use of Trust equipment eg, Photocopies etc. Actively engage in good team working to facilitate effective relationships. Have an appreciation of the roles and contributions of others working in the service.

Undertake timely and appropriate mandatory training/updates, study days and keep up to date with changes in operational procedures and developments in practice. Be aware of and comply with service/Trust policies and procedures and relevant legislation eg Data Pr

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