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Administrative Support Specialist

2 months ago

Warrington, Warrington, United Kingdom Warrington and Halton Teaching Hospitals NHSFT Full time
Job Description

About the Role

We are seeking a highly organized and detail-oriented Administrative Support Specialist to join our team at Warrington and Halton Teaching Hospitals NHSFT. As a key member of our Paediatric Department, you will provide administrative support to our management team and ensure the smooth operation of our office.

Key Responsibilities

  • Administrative Support
    • Provide administrative support to the Paediatric Department management team, including scheduling meetings, coordinating agendas, and taking minutes.
    • Ensure the departmental business continuity plan is in place and up to date.
    • Manage information electronically, verbally, or in writing, which may be confidential or sensitive in nature.
  • Office Management
    • Establish and maintain office systems, including filing and record-keeping.
    • Manage office supplies, stationery, and equipment.
    • Ensure the office is well-organized and efficient.
  • Communication
    • Answer telephone calls and respond to emails in a timely and professional manner.
    • Deal with face-to-face enquiries and provide information to patients and members of the public.
  • IT and Software
    • Be highly proficient in the use of Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook.
    • Have a working knowledge of the internet and be able to use it to access information and resources.
  • Problem-Solving and Initiative
    • Be able to problem-solve and think critically to resolve issues and challenges.
    • Take initiative to improve processes and procedures.
  • Confidentiality and Discretion
    • Understand the confidential nature of the role and maintain confidentiality at all times.
    • Be able to work with sensitive information and maintain discretion.
  • Teamwork and Flexibility
    • Be able to work as part of a team and contribute to the overall success of the department.
    • Be flexible and able to adapt to changing priorities and deadlines.

Requirements

  • Experience
    • Proven and substantial administration experience.
    • Ability to use own initiative and adopt a flexible approach to work.
  • Qualifications
    • GCSE (or equivalent) English, Grade C or above.
    • Word-processing RSA III (or equivalent).
    • Secretarial Qualification.
    • IT qualifications (or demonstrated working knowledge).
  • Skills and Competencies
    • Excellent knowledge of Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook.
    • Working knowledge of the internet.
    • Good interpersonal skills.
    • Excellent organizational skills.
    • Ability to manage a busy and varied workload.
    • Ability to problem-solve and think critically.
    • Ability to deal with patients and members of the public under difficult circumstances.
    • Excellent time management skills.
    • Effective telephone and communication skills.
    • Diplomacy.
    • Ability to display information in the appropriate format.
  • Personal Skills
    • Confident.
    • Calm and resilient.
    • Ability to work to deadlines, under pressure.
    • Takes responsibility rather than simply performing tasks.
    • Extremely well-organized and motivated.
    • Able to act on own initiative within given parameters of responsibility.
    • Ability to prioritize workload.
    • Ability to multi-task.
    • Understanding of the confidential nature of the post.
    • Able to work flexible hours at times.