Inpatient Administration Assistant

We are looking for an enthusiastic, self-motivated and caring individual to provide comprehensive and pro-active secretarial and administrative support to the Ward Manager and the inpatient medical team on Alder Ward, based at Norwich Community Hospital. Ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard. Working independently, using own initiative and problem-solving skills to support the inpatient medical team, ward manager and their teams.
This is a Band 3 post based at Alder Ward (Norwich Community Hospital). There is an administrator at each community inpatient unit and all postholders work together to provide support and resilience in each other's leave and absence.
You should also possess excellent communication and administration skills and be able to work as part of a team, as well as independently use your own initiative, problem solving skills and working to deadlines.
Access to your own vehicle and a clean, full UK driving licence is essential for this post.
Good benefits package including a minimum 27 days annual leave, plus Bank Holidays, increasing after 5 years and 10 years to a maximum of 33 days
Opportunity to join the NHS pension scheme.
Wellbeing support (gyms, free eyesight test, cycle to work scheme, wellbeing resources).
Supportive positive culture that is Well-Led with regular supervision
Comprehensive in house and external training programmes available
NHS discounts and many more
Main Duties & Responsibilities
1
To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload), which will include:
Dealing appropriately with all telephone enquiries as well as face to face patient contact, which may on occasion be upsetting.
Using a range of software programmes to produce, maintain and distribute documents, including reports relating to staff mandatory training, PDP compliance and absence reporting using spreadsheets, databases and presentations. Updating a variety of forms, charts and templates that are used by clinical staff. This may include regularly dealing with matters of a complex and/or distressing nature.
Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience.
Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all inpatient clinical staff records are kept up-to-date and filing and archiving is carried out in a timely manner. This includes keeping various trackers up to date around auditing, staff training, probation periods and supervisions.
Booking staff onto relevant training and/or providing staff with the tools and information they need to book onto training in order to maintain compliance. This includes booking staff onto FIT testing and maintaining a record of masks assigned to staff and when they are due for renewal.
Researching appropriate websites, downloading and circulating documents, as requested. This can include searching for information such as finding available dates for staff training, disseminating SOPs and researching products and stationery to support the running of the ward.
Where required, work as a team with a group of staff on a daily basis.
Identify and report areas within working processes and procedures that could improve service delivery.
2
To maintain schedules and diaries, organise and service meetings, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring notes are ready, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes at meetings.
3
To undertake telephonist duties, be a point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner. Answering incoming calls from nursing stations on the ward, such as the Community Access Team requiring information on bed availability, calls from staff, patients relatives, etc.
4
To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patient’s fears and lack of understanding. Exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.
5
To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning/authorising and receipting goods and services on the NHS procurement system, Powergat