Administrative Support Officer
2 weeks ago
We are seeking a highly organized and detail-oriented Administrative Support Officer to join our team at The Mid Yorkshire Teaching NHS Trust. As an Administrative Support Officer, you will play a vital role in providing administrative support to our clinical and management teams.
Key Responsibilities- Provide administrative support to the clinical and management teams, including responding to incoming mail, sorting, recording, and actioning as appropriate.
- Act as a focal point for the clinical and management teams, providing a friendly and professional service, dealing with enquiries from various sources, and liaising with members of the public, external bodies, and internal staff.
- Assist with administrative tasks, utilizing IT systems, and ensuring paper forms are completed and sent to relevant departments in a timely manner.
- Ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and Service specific Key Performance Indicators.
- Prioritize and ensure requests are acted upon in an appropriate and timely manner, within standard operating procedures and meeting KPIs.
- Accurately record all paper and computerized records, updating and amending information timely and within standard operating procedures.
- Undertake routine or ad hoc data validation as directed, with the ability to produce and analyze graphs and reports.
- Prepare and circulate documentation for meetings within prescribed timescales.
- Prepare other documents, policies, procedures, presentations, and orders.
- Undertake typing of correspondence using copy, audio tapes, and relevant IT systems to a high and accurate standard.
- Keep appropriate statistical records and information as and when required for the clinical and management teams.
- Provide statistical returns required at regular intervals.
- Assist with the administration and maintenance of SystmOne.
- Contribute to service audits through the compilation of data collection in order to comply with audit requirements.
- Ensure copies of correspondence are stored in accordance with standard operating procedures.
- Attend meetings and appropriate Committees to provide secretarial support by taking minutes and arranging meetings, as and when required.
- Be responsible for the confidential management of records and ensure that all documentation is returned to the appropriate department in a timely manner and within standard operating procedures.
- Provide cover and assistance to colleagues within the division at times of absence.
Personal Attributes
- Confident
- Calm under pressure
- Flexible approach to working arrangements
- Strong attention to detail and accuracy
- Self-motivated
- Professional appearance
Desirable
- Evidence of ongoing personal development and willingness to further progress (knowledge and skills framework and continuing personal development)
Qualifications
- RSA Level 3 typing/word processing or equivalent qualification or experience
- Sound educational background (4 GCSEs, grade C or above)
Desirable
- IT qualifications ECDL PA/Secretarial Diploma
- Shorthand Qualification
- RSA Level 3 typing/word processing
Experience
- Experience and knowledge of multi-disciplinary team working
- Secretarial experience
- Experience of working with systems
- Experience of good customer or patient care
- Working with computer software programmes such as Microsoft Office, email, and internet
- Experience of scheduling/co-ordination activities and/or resources
Desirable
- Previous NHS administrative role
- Experience of working with patients requiring healthcare
- Experience with NHS/healthcare software systems
- Experience of working with confidential material
Knowledge and Awareness
- Understanding and knowledge of Caldicott/Data Protection Act
- Knowledge of SystmOne
- Awareness of own limitations
Desirable
- Knowledge of Trust Policies
Skills and Abilities
- Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required
- Ability to deal with conflict
- Good time management skills
- Ability to engage and motivate others
- High standard of accuracy
- High level of initiative
- Flexibility and able to adapt to change
- Able to work as part of a team
- Strong analytical skills
- Ability to establish and maintain effective working relationships
Other
- Adaptable and flexible according to the demands of the service
- Understanding of need to maintain confidentiality
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