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Administrative Support Officer for Healthcare Services
2 months ago
Job Overview
We are seeking to expand our administrative support team to assist various healthcare services during weekdays.
Upon joining, you will be informed of available assignments.
Working hours are from 9am to 5pm, Monday through Friday.
The Temporary Staffing Team provides essential administrative personnel to various departments and units across our organization, and we are looking for a personable individual to join our team of support staff. Our administrative offices are dynamic environments where our clinical teams depend on us to deliver a proficient and effective service that aids in providing top-notch care to our patients.
This position involves interaction with patients and their families, either in person or over the phone, making strong communication skills vital. You will manage incoming and outgoing calls, addressing inquiries efficiently, and performing reception duties as needed.
Maintaining strict confidentiality is paramount, and you will be expected to engage with patients and their relatives with respect and discretion at all times. Familiarity with Microsoft applications such as Word, Excel, and Outlook will be beneficial, and support for utilizing our digital systems will be provided to the successful candidate.
This role is challenging yet fulfilling as you contribute to our team and the services we provide. We welcome your interest in this position.
Key Responsibilities
Join our Administrative Support Team
Work 3 to 5 full days a week, Monday to Friday.
- Accurately maintain and secure patient and staff records in accordance with policies and procedures, ensuring data quality and compliance with current data protection laws.
- Uphold strict confidentiality regarding patient, staff, and sensitive organizational information at all times.
- Perform reception duties, including welcoming service users, caregivers, relatives, and visitors as directed by the Admin Support Supervisor or Admin Team Leader.
- Handle incoming and outgoing phone calls courteously and efficiently, directing inquiries to senior colleagues when necessary and taking accurate messages for timely delivery.
- Produce various documents, including email requests, copy typing, and audio transcription using digital dictation systems.
- Prioritize your workload effectively to meet deadlines and fulfill the requirements of the role.
- Conduct regular data entry and schedule appointments for service users within the clinical patient administration system.
About Us
By joining our team, you will be contributing to your community, and in return, we will support you through:
- Career development and progression opportunities.
- An excellent pension scheme.
- Comprehensive health and wellbeing support and resources.
- Free parking at all organizational sites.
- Annual flu vaccinations at no cost.
- Access to Citizens Advice support linked with a Hardship Fund for additional support.
We take pride in being a diverse and inclusive organization, offering various staff networks to connect with like-minded individuals.
Responsibilities and Duties
Key Duties and Responsibilities:
- Serve as the primary telephone contact for the team, identifying urgent calls and managing messages and inquiries appropriately.
- Open, sort, and distribute incoming and outgoing mail, faxes, memos, and other communications.
- Perform photocopying, filing, and information retrieval as required.
- Utilize various office equipment, including computerized data systems and word processing tools.
- Organize your workload independently, using judgment to prioritize tasks and responsibilities.
- Assist the team in managing administrative functions and provide office coverage during absences as necessary.
- Offer confidential administrative support to the team.
- Arrange room bookings and hospitality for the team, maintaining relevant calendars.
- Provide word processing services for team members, which may involve confidential information.
- Respond professionally and courteously to clients, visitors, and other agencies.
- Timely data entry and management in both manual and electronic systems.
- Conduct regular stock checks and manage office supply orders.
- Engage in personal development to meet job requirements, attending necessary training and fulfilling objectives set during appraisals.
- Contribute to the maintenance and improvement of services.
- Promote health, safety, and security in the workplace.
- Act calmly and professionally at all times.
- Support equality, diversity, and rights as outlined in organizational policy.
- Undertake additional duties as required that align with the role's responsibilities.
Communication and Relationships
Communicate with a range of staff, managers, and team leaders using a professional and sensitive approach, employing various communication and customer service methods.
Maintain a high level of confidentiality at all times and act in a manner that promotes the organization's vision, values, and behaviors.
Systems and Equipment
Frequent use of Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
Use of manual systems to prioritize your workload and assist managers in preparing for meetings.
Decision-Making and Judgments
Work within established guidelines and processes while having some autonomy to plan and prioritize your tasks.
Physical and Mental Demands
Dexterity and coordination for keyboard and telephone skills are required, along with concentration for handling telephone inquiries and checking work.
Emotional Effort
Occasional indirect exposure to distressing or emotional situations may occur.
Responsibility for Patient/Client Care
Engage with service users and caregivers as the first point of contact.
Responsibility for Policy/Service Development
Adhere to policies relevant to your role.
Please note that this job description is not exhaustive. Specific skills may be required for particular assignments, which will be discussed as opportunities arise.
