Administrative Support Officer

4 weeks ago


Telford, Telford and Wrekin, United Kingdom NHS Shropshire, Telford and Wrekin Integrated Care Board Full time

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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