Administration Assistant Cardiac Rehab Team

1 month ago

Dereham, United Kingdom Norfolk Community Health and Care NHS Trust Full time

Job summary

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

You will provide an efficient, confidential administrative service to the Cardiac Rehab Team, you will be based at Dereham Hospital.

This is a Part time hr post, we can be flexible, days and times to be confirmed - a wonderful opportunity to work within the Trust with a great team of people

Main duties of the job

To provide comprehensive and pro-active secretarial and administrative support ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard. Contributing to the smooth running of the services within the Cardiac Rehab Team. This will include processing referrals to the Service, making appointments, dealing with patient queries, making entries into the National Audit for Cardiac Rehab (NACR) and supporting the Team Lead with other administrative duties, such as e/Roster, annual leave management, analysing NACR data and support with personnel admin.

You will need to have previous administration and secretarial experience, as part of a team and within a busy office environment.

Applicants must have excellent organisation, communication and customer care skills and be able to work proactively using own initiative, demonstrating self-management and prioritisation of their workload.

About us

Apply now to join an organisation that has been awarded an 'Outstanding' rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.

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

Please note that applications are accepted by completion of our on-line application form. We cannot accept CV's.

Job description

Job 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:

Using a range of software programmes and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations. 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. Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents. 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.

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 formal minutes or 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 in 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.

5. Inputting onto various databases and systems, SystmOne, PAS, Onpos, Powergate and designated spreadsheets, within the required timescales and deadlines. This may include scanning referrals, which may be urgent, and liaising with health professionals to correctly process the referrals.

6. To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.

7. In conjunction with colleagues, to be responsible for ensuring that petty cash, monies or valuables are accurately recorded and banked promptly and that a regular audit is carried out to ensure compliance with procedures and financial standing orders.

8. To implement policies for own work area and propose changes, as necessary and demonstrating required duties to new starters. To monitor and report sickness absence and annual leave.

9. To receive controlled items including (but not exclusively), prescription pads and drugs, in accordance with Trust Protocol Guidelines, ensuring secure storage and distribution to the relevant disciplines.

10. Provide cover in other departments, including Reception, duringperiods of absence, as directed by the Admin Team Leader. This may require travelling to other sites.

11. It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures

Person Specification

Qualifications

Essential

oNumerate and literate, with Maths and English GCSE (Grade C or above), or equivalent oGood keyboard and IT skills.

Desirable

RSA typing or equivalent experience Shorthand

Communication

Essential

Good communication skills

Personal Attributes/Behaviours (Linked to the Trust Behaviour Framework)

Essential

Professional appearance

Experience

Essential

Proven administration experience in a busy office environment Proven experience of working as part of a team Proven ability to organise and service meetings

Desirable

Knowledge of NHS ordering systems Knowledge of SystmOne, PAS etc Knowledge of NHS invoicing systems

Skills, Abilities and Knowledge

Essential

Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload Articulate, calm, polite and well-motivated with a positive attitude to customer care Good organisational and communications skills Audio typing

Desirable

Enhanced IT skills Planning skills Customer care skills Supervisory skills

Personal Attributes/Behaviours

Essential

Professional appearance

Other

Essential

Flexible attitude and approach to work Able to make own transport arrangement

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