Administrative Support Specialist

3 weeks ago

South Shields, South Tyneside, United Kingdom South Tyneside and Sunderland NHS Foundation Trust Full time

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 functions. If you excel in a dynamic setting, exhibit flexibility, and can adjust to shifting priorities, this position offers a valuable opportunity to enhance your skills in a vibrant and evolving workplace.

The Occupational Health and Wellbeing Team operates across multiple locations and serves a significant number of employees, delivering essential health services to both internal staff and external organizations. This role 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, and is part of the Human Resources Directorate.

As an Administrative Support Specialist, you will engage in various administrative tasks within the department. The role may involve periods of independent work at the beginning 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, possesses strong communication, IT, and interpersonal skills, and thrives in a friendly, dynamic team environment.

About Our Organization

Please ensure to include your contact number in your application form to facilitate prompt communication if necessary.

Our organization values its commitment to prioritizing people, providing accessible services, and fostering award-winning teams. We are passionate about research, innovation, and addressing inequalities, promoting a culture of respect, fairness, and compassion.

We encourage applications from individuals of diverse backgrounds, including those from underrepresented groups. Supporting the health and wellbeing of our workforce is a priority. We also offer access to high-quality education, training, career advancement, and flexible working arrangements.

Our organization employs a substantial workforce and delivers a wide range of hospital services to a large community, also extending specialized services beyond this area. We provide our staff with excellent benefits, including access to fitness facilities, libraries, and childcare support.

Job Duties

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 assistance.

Ensure that prescribed investigations are completed and results are readily accessible to facilitate care.

Organize and file results and reports as necessary.

Personal Attributes

Essential

  • Ability to work effectively within a multidisciplinary team.
  • Capability to utilize initiative to resolve routine inquiries in accordance with departmental protocols.
  • Ability to work independently while adhering to established procedures.
  • Capacity to meet deadlines consistently.

Qualifications

Essential

  • Basic numeracy and literacy skills at Level 1 or equivalent.

Experience

Essential

  • Proven experience in communicating effectively with individuals at all levels, both in person and through written correspondence.
  • Prior 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 is advantageous.

Desirable

  • Experience in Occupational Health settings.

Other Attributes

Desirable

  • Please provide a contact telephone number in your application for communication purposes.

Attitude

Essential

  • Commitment to delivering high-quality customer service.
  • Flexibility and adaptability to changing duties and working hours as per service requirements.
  • 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 proficiency.
  • Knowledge of Microsoft Office applications, including Word, Excel, and Outlook, 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, adapting communication style as needed.
  • Ability to convey messages and instructions accurately to colleagues, both verbally and in writing.

Desirable

  • Familiarity with hospital computerized information systems.
  • Knowledge of medical terminology.
  • Clinical skills such as phlebotomy.

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