Administrative Support Officer
3 weeks ago
Job Summary
We are seeking a highly motivated and organised individual to provide comprehensive administrative support to our Medicines Optimisation Team. The successful candidate will have excellent communication skills, a pleasant and helpful manner, and the ability to work independently as well as within a team.
Main Duties of the Job
- Provide secretarial and administrative support to the Medicines Optimisation Team, producing accurate and timely correspondence, including reports, statistics, and general correspondence.
- Act as the first point of contact for the department, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, and referring to others as appropriate.
- Manage electronic diaries for the team, including arranging and changing complex meetings and appointments, prioritising these as necessary.
- Photocopy and word-process documents, letters, emails, minutes, and reports when required, demonstrating a high standard level of keyboard skills and ability to use Microsoft Office programmes.
- Organise and attend meetings, where appropriate, to take minutes/notes, produce, copy, and circulate papers.
- Sort, distribute, and prioritise incoming mail, taking action where appropriate and within the remit of the role.
- Ensure that all complaints, comments, and suggestions are dealt with appropriately, in accordance with policy, resolving where possible and escalating to the line manager when necessary.
- Provide administration cover when colleagues are on leave.
- Support the team with the raising of purchase orders on the Oracle system.
- Support the B4 team Administrator with HR and IG asset management processes.
- Maintain confidentiality in all aspects of work.
About Us
The NHS is the biggest employer in Europe, and we are a world-renowned institution. We offer a friendly and inclusive work environment, with opportunities for professional growth and development. We value diversity and welcome applications from under-represented groups, including those from BME communities and disability groups.
Person Specification
Experience
- Significant experience of providing clerical services.
- Experience of using IT systems for data entry.
- Experience of successfully working within tight time frames and to deadlines.
- Knowledge and understanding of the NHS.
- Minute-taking experience.
Qualifications
- Education to GCSE level/GCE 'O' Level.
- Word processing - Qualified to RSA II/NVQ level 3 or equivalent qualification/demonstrable skills (60+ wpm at 95% accuracy).
- ECDL or equivalent qualification.
Skills
- Comprehensive knowledge of Microsoft packages.
- Advanced keyboard skills.
- Ability to communicate in a clear and concise manner.
- Proven organisational skills and ability to prioritise workload with interruptions and changing priorities.
- Knowledge of a full range of administration procedures and their application to improve service efficiency and effectiveness.
- Good command and understanding of English, punctuation, and grammar.
- Knowledge of Information Governance with regard to maintaining confidentiality of person-identifiable information.
Personal Qualities
- Motivated, flexible, and proactive.
- Tactful, courteous, and polite.
- Satisfactory attendance record in present/most recent post.
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