Administrative Assistant

demonstrate knowledge of the service to enable the post holder to contribute and inform decision making within the service. may work within clinical environments where basic conflict resolution may be required. work flexibly to meet the needs of the service. develop and maintain good working relationships by being flexible, adaptable, polite, positive and empathetic providing and receiving routine information.

work with sensitivity and have an understanding of the service and issues experienced by users. use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Respond to others communication difficulties. assist in ensuring the service experienced is positive and service user confidentiality is maintained at all times.

Treat everyone eg, service users, their relatives, visitors, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values. RESULT AREAS: 1.1 Service provision: To assist the department with routine office duties, appropriate to the role, for example: Word processing of correspondence /reports/ other documents accurately via copy or audio To take and transcribe notes Dealing with telephone calls/ messages Photocopying/ Scanning/ Filing Receiving visitors/Reception Monitor and maintain department stationery supplies Reporting faults Mail handling Arranging meetings, hospitality, venues, distributing agenda/notes Managing diaries Maintain databases Demonstrate duties to new starters Provide cover for other members of the team. Deliver excellent levels of service and address or report to the Administrative Supervisor, in a timely manner, when these standards have not been met. Support the Administrative Supervisor as required.

Proactively and positively contribute to the achievement of business outcomes through individual and team effort, with the focus being on delivering excellent customer services. Work within defined parameters, prioritise own tasks and respond to peoples needs.Refer and seek guidance/supervision on issues outside of post holders level of competence or authority. Help to promote an open, welcoming, person-centred culture seeking feedback from users of the service to aid service improvement. Produce clear and accurate written correspondence as appropriate to the role, using competent IT skills, accurate data inputting and use of Trust Intranet and Internet as required.

Maintain accurate documentation. Use appropriate documentation/systems in accordance with local and Trust standards. Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality..

Build and sustain effective communications to ensure good team working and collaborative working practices. Disseminate knowledge, and information to those who need to know. Support the smooth running of administrative systems and meeting of all relevant deadlines. Undertake infection prevention and control by performing hand hygiene, cleaning, disinfecting etc.

Proactively identify additional activities in accordance with the role, which would increase postholder efficiency and the efficiency of the team; offer suggestions for improvement and implement agreed activities. Support the Trusts culture of collaborative, flexible cross-team working and commitment to delivering quality services and outcomes. 1.2 Working as part of a Team: Organise meetings/ events using electronice diaries and produce and distribute associated documents as appropriate to the role. Assist with general clerical duties appropriate to the role eg, reception duties, dealing with post, photocopying, ordering/requisitioning, reporting faults, filing/retrieval, booking appointments, faxing, scanning, diary management, petty cash, minute/note taking and the collation and distribution of data.

Accurately record and up date department/service computerised/maual records and systems, tracking service user records as appropriate and in accordance with operating procedures, collate and provide data as directed. To provide cover or support to others as required. Assist in delivering excellent levels of customer services to people. Assess, problem solve or report, in a timely and proactive manner, when these standards have not been met.

Assist in providing a positive link between the department/service and those who use it. Ensure service user privacy, dignity, rights, choices are maintained at all times. Provide and receive service user information using tact, reassurance, empathy and persuasive skills as required. Ensure urgent matters are acted upon timely, within service performance standards.

Keep appropriate statistical records/information as and when directed by the team/service for audit purposes. Assist in the provision of statistical returns as required which may involve entering statistical data onto databases. Provide relevant assistance as and when directed to support all colleagues. S