Admin and Clerical Assistant

**FOR NSCHT/UHNM/MPFT/ICB EMPLOYEES ONLY**
**PREVIOUS APPLICANTS NEED NOT APPLY**
We are looking for a motivated and enthusiastic individual to join our busy community Learning Disability Health Team. The post is a part-time, 22.50 hours per week, band 3 role, permanent contract, and will involve supporting both the city and county team, so some movement between the two bases may be required with prior notice.
The role will include covering the main reception desk, attending to calls and enquiries, liaison with partners and other organisations, booking clinics, and managing the referral and allocation processes. Monitoring waiting lists, logging new referrals and other associated admin and clerical tasks related to supporting a large and very busy multi-disciplinary team of professionals.
Our clinical area is Learning Disabilities and some experience in this clinical field would be advantageous and experience of Health or Social Care Services would also be beneficial.
The post holder needs to have good communication skills, be friendly and approachable, and also have a broad and competent range of IT skills. Be able to minute take and establish and maintain various excel spreadsheets and statistical records.
The role sits within an established service where there is a wider administration and clerical team who will offer support and guidance.
The role is to support the Administrative and Clerical function across the Corporate portfolio in order to provide seamless customer service to both internal and expternal customers. The role will work flexibly across the Corporate Portfolio, while holding a primary assignment
As a Trust we remain bold and ambitious with plans for both service and system collaborative transformation over the coming years to improve the health and wellbeing of our local people through high quality care.
We pride ourselves on ensuring our team has their wellbeing put first and as such provide a range of wellness opportunities including flexible working.
We are committed to the Greener NHS national ambition to becoming the world’s first ‘carbon net zero’ national health system by 2045 ( Greener NHS (england.nhs.uk). As part of this, sustainability is embedded in our strategy as one of our four key enablers. In order to deliver on this commitment, we recognise that we need a workforce that is as passionate as we are about achieving these goals, for the benefit of our service users, workforce, local communities and the planet alike. For 2024/2025, we have launched our “Proud to be Green” engagement campaign which is aligned to the targets set out in our Green Plan. As a Trust, you can be assured that we will commit to supporting you in working towards our net zero ambitions, set out in our Green Plan, through our sustainability programme”.
To provide admin support for the whole team and to have a general awareness of admin colleagues roles and responsibilities in order to provide basic cover if required
1. Providing and receiving routine information to inform work colleagues, patients, clients, carers, the public or other external contacts. In particular, this will involve: reception cover is a significant part of the role
- Respond appropriately to requests for information
- Act on correspondence - referring to the appropriate person if required
- Providing routine information to manager and colleagues
- Answering routine queries from patients/clients/carers/colleagues/public or other external contacts
- Preparation/completion of routine documents, including letters, reports, presentations and forms e.g. purchase order requisitions, photocopying, filing
- Handling telephone queries including a shared responsibility for reception duties
- Assisting patient/clients/relatives during incidental contacts

2. The role will require capacity to make decisions, which may require consideration of a range of options, such as:

- Judgements on how to deal with enquiries, patient/carers/external contacts
- Prioritising work, resolving conflicting diary appointments and schedules

3. Responsible for data entry, text processing or storage of data compiled by others, utilising paper or computer based data entry systems. Particular systems used in this role are detailed under ‘Specialist/Technical requirements’. It is probable that the role will require use of VDU equipment for a substantial proportion of time and does not require keyboard skills.
4. Understanding a range of routine work procedures some of which may fall outside of the immediate work area. In particular this will involve an understanding of and compliance with relevant deadlines and procedures legislation, procedures, schemes such as:

- Confidentiality policy
- Data protection
- Clients at risk protocol
- Governance policies
- Team Standards of Practice
- The use of Big Hand system and skills in auditory typing

5. Undertaking planning and organisation, of straightforward tasks, activities or programmes. This may include activities such a