Peripatetic Administration Assistant

Are you a confident, and flexible person, with excellent engagement, customer care, and communication skills, who can work as part of a creative and motivated team? If you are, we would really like to hear from you

We are looking for a highly motivated, enthusiastic and caring individual to join our North Place Admin Team, who likes variety and is able to work flexibly, efficiently and independently to support a range of services.

The Peripatetic Administration Assistant role provides essential cover for the administrative roles that support the North Community Services; this will include; out-patient receptions, in-patient units as well as general and specialist administration.

The postholder will need to have previous administration and secretarial experience, including experience of undertaking a range of administrative duties as well as having excellent customer care skills.

The ability to work flexibly across different roles and as part of a team in a busy office environment is essential. The postholder will be required to work proactively, have good numerical skills and be able to multi-task, demonstrating self-management and prioritisation of their workload.
- 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)
- Free parking at most sites (excluding Norwich Community Hospital)
- 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

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.
- To cover shift times from 08:00 to 17:00 hours, excluding weekends and public holidays.
- Using a range of software programmes and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which 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 records are kept up-to-date and filing is carried out in a timely manner.
- Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner.
- Researching appropriate websites, downloading and circulating documents, as requested.
- 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.
- Assist Managers in the HR and recruitment process for new starters and prepare relevant paperwork for Managers to authorise changes to current staff’s circumstances. Be point of contact for staff to provide information on Trust’s processes (i.e. HR, Mileage claims and answer general enquiries to assist staff, especially new starters).

1. To maintain schedules and diaries, organise and service meetings and clinics, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring notes are ready for clinics, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking notes at meetings.

2. To undertake receptionist/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.

3. To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patients’ 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 on a timely manner.

4. 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, Powergate, and carrying out research into goods and services as directed.

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