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Administrative Support Specialist
2 months ago
Job Overview
We are looking for an Administrative Support Specialist who thrives in a collaborative environment and is dedicated to providing exceptional administrative assistance efficiently and promptly.
The ideal candidate will possess outstanding communication abilities, proficiency in IT applications, particularly in Word, Excel, and Outlook, along with a diverse background in administrative tasks. If you excel in a dynamic setting, exhibit flexibility, and can adjust to shifting priorities, this role presents a fantastic opportunity to enhance your skills in a vibrant and evolving workplace.
The Occupational Health and Wellbeing Team operates across multiple locations and caters to a substantial number of employees. This position will primarily be situated within the Occupational Health Department.
Key Responsibilities
The Occupational Health and Wellbeing Service comprises various professionals, including Occupational Health Nurses, Advisors, Screening Nurses, and Administrative Staff. As an Administrative Support Specialist, you will engage in various administrative responsibilities within the department. The role may involve periods of independent work, particularly at the start or end of the day. The department operates Monday to Friday, from 08:00 to 17:00.
We seek an individual who is passionate about the health and wellbeing of employees, possessing strong communication, IT, and interpersonal skills, and who can contribute positively to a friendly and dynamic team environment.
About Us
We encourage you to include your contact number in your application form to facilitate prompt communication if necessary.
Our organization is committed to prioritizing people, offering accessible services, and fostering award-winning teams. We are passionate about research, innovation, and addressing inequalities while promoting a culture of respect, fairness, and compassion.
We welcome applications from all individuals, regardless of race, disability, gender, sexual orientation, religion/belief, age, gender identity, marital status, or pregnancy/maternity, particularly from underrepresented groups. The health and wellbeing of our workforce is a priority, and we provide access to high-quality education, training, career advancement, and support. Flexible working arrangements are encouraged through our Flexible Working Policy.
Our organization employs a significant number of staff and provides a wide range of healthcare services to a large community. We also offer exceptional benefits, including access to fitness facilities, libraries, chaplaincy support, and childcare coordination services.
Job Responsibilities
Assist the multidisciplinary team by performing a variety of clinical and non-clinical tasks to ensure the efficient operation of the service, including clerical duties, typing, reception support, and basic clinical care.
Ensure that prescribed investigations are completed and results are readily accessible to facilitate care.
Manage the filing of results and reports as necessary.
Personal Qualities
Essential
- Ability to work effectively within a multidisciplinary team.
- Initiative to resolve routine queries in accordance with departmental procedures.
- Capability to work independently while following established procedures.
- Ability to meet deadlines consistently.
Qualifications
Essential
- Basic numeracy and literacy skills at Level 1 or equivalent.
Experience
Essential
- Experience in communicating effectively with individuals at all levels, both in person and through written correspondence.
- Previous experience in an office environment in a clerical or administrative capacity.
- Proficiency in Microsoft Office applications, including Word, Outlook, and Excel.
- Familiarity with Occupational Health software.
Desirable
- Experience in Occupational Health settings.
Other
Desirable
- Please include a contact telephone number for communication regarding your application, or indicate 'no number' if unavailable.
Attitude
Essential
- Commitment to delivering excellent customer service.
- Flexibility and adaptability to changing duties and working hours based on service needs.
- Team-oriented mindset.
- Professional, friendly, and courteous demeanor towards colleagues and service users.
- Willingness to participate in in-house development programs and vocational training to enhance skills and competencies required for the role.
Skills and Knowledge
Essential
- Basic IT skills.
- Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint, for maintaining databases and processing documents.
- Understanding of data protection and information security regulations.
- Ability to prioritize tasks effectively.
- Strong interpersonal skills.
- Capacity to communicate information clearly to patients and colleagues, adjusting communication style as needed.
- Ability to convey messages and instructions accurately to colleagues, both verbally and in writing.
Desirable
- Knowledge of hospital computerized information systems.
- Familiarity with medical terminology.
- Clinical skills, such as phlebotomy.
