Clerical Officer

4 weeks ago

Burnley, United Kingdom East Lancashire Hospitals NHS Trust Full time
Job overview

Applications are invited for the fixed term post of Higher Clerical Officer based in General Administration.

If you enjoy a role with variety and you have a flexible approach to work, then playing a part in the Estates and Facilities General Administration service could be for you.

The service is responsible for the generic administration of the Division's managers and services in general across Estates and Facilities and this role will give the post holder the window to develop their knowledge and skills.

Main duties of the job

An understanding of the need for confidentiality and previous administration experience is essential as is the ability to work both in a team and unsupervised.

The post will involve working across the wider General Administration service providing support of the highest quality as required depending upon staffing levels.

We are looking for an enthusiastic, flexible, motivated person. Flexibility is paramount as you could be asked to work on different sites or cover a shift at short notice to meet the demands of the service.

Strong IT skills are essential to this post as is being an excellent communicator with exceptional organisational skills. The post holder must have experience in minute taking.

Working for our organisation

The service is made up of a wide group of staff who support each other and are driven to provide excellent customer service and meet organisational needs.

As well as full job training, the Trust also offers opportunities for other relevant training and development.

Detailed job description and main responsibilities

The post holder will be responsible for providing confidential, accurate and efficient clerical and administrative support under the supervision of the Assistant to the Deputy General Administration Manager including:

  • Cashiering responsibilities
  • Assisting in providing full clerical/secretarial support including typing of letters, memos, minutes, taking notes, and other routine correspondence, which involves working to tight timescales and deadlines.
  • Taking and making telephone calls, dealing with enquires, photocopying, and filing.
  • Maintaining systems that assist and support service users in the performance of their duties
  • Maintaining the confidentiality of the working environment
  • Working flexibly with other admin colleagues to ensure that workload pressures and absences due to annual leave and sickness are dealt with appropriately by using available resources.
  • Raising and receipting of E-procurement orders
  • Assisting in the implementation of any database in use including, inputting & extracting data in line with departmental/Trust/national procedures
  • Maintain filing system as agreed with the line manager and in line with Trust policies.
  • Updating training records
  • Dealing with routine correspondence from both internal and external sources
  • Producing letters and other correspondence for service users using a range of software packages
  • Ensuring the requirements of service users are organised to include room bookings, electronic diaries, monthly inventories, producing of the key packs for accommodation and accommodation diary
  • Managing Outlook public calendars and mailboxes for Estates & Facilities
  • Receiving and actioning tasks from the administration mailbox (emails)
  • Sorting and distributing mail
  • Working with colleagues in the team on the development of current and new services and other initiatives
  • In meeting the needs of the organisation, you may also be required to provide cover in other areas following appropriate discussion.
  • Any other duties which may be required by the manager
Person specification Qualifications Essential criteria
  • GCSE English & Maths C or above/ Grade 9-4 or equivalent qualification
  • NVQ 3 or equivalent qualification/experience
  • ECDL or equivalent qualification
Experience Essential criteria
  • Customer care experience
  • Admin experience
  • Intermediate computer experience
Desirable criteria
  • Previous NHS admin / office experience
  • Experience in minute taking
  • Experience in dealing with confidential information
Knowledge Essential criteria
  • Experience of Microsoft Office package
  • Good Typing skills
  • Communication skills
  • Liaison skills
  • Organisational skills
  • Prioritise work loads
personal attributes Essential criteria
  • Flexible
  • Team Worker
  • Adapt to change
  • Clear verbal communications
  • Professional approach to work, in attitude, work ethic
  • Self disciplined & motivated
Desirable criteria
  • Car driver

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