Administrative Assistant

2 weeks ago

Dewsbury, United Kingdom The Mid Yorkshire Teaching NHS Trust Full time

Job summary

Within the Occupational Health department at Mid Yorkshire Teaching NHS Trust, we have an exciting opportunity for a band 2 Administrative Assistant to join our friendly and welcoming team.

The Occupational Health team consists ofSpecialist Nurse Practitioners, Nurse Advisors, Specialist MSK/Physiotherapists, Mental Health Support Practitioners, Clinical Psychologists and Health Care Assistants, as well as our Administrators who play a vital role in our day to day running of the team.

Main duties of the job

In this role you will provide efficient, clear systems of communication and administrationto enable the department to run effectively and smoothly.

This is a full time role, but part time hours may be considered.

About us

We provide care and support to over a million people inWakefield and Kirklees in their homes, community settings and across ourthree hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).

Always striving for excellence, we are at the forefront ofinnovation and research, and we invest in teaching and the development of ourworkforce.

We live by our values of caring, improving, being respectfuland maintaining high standards. We listen and learn because we aim to make MidYorkshire the best place to work and receive care.

We value diversity and welcome talent and enthusiasmirrespective of age, disability, neurodivergence, sex, gender identity andgender expression, race or ethnicity, religion or belief, sexual orientation,or other personal circumstances including providing unpaid carers support tosomeone with a health and care need. As ethnic minority groups, members of theLGBTQ+ community, and people with a disability/neurodivergence are currentlyunder-represented across the organisation, we encourage applications frommembers of these groups. We have policies and procedures to ensure allapplicants are treated fairly and consistently.

We are proud of our staff networks - who offer valuableguidance and feedback from those with lived experience.

We have a clear vision and you could be part of this Ifyou share our values and you want to make a difference to the lives of ourpatients and their families and carers, we would love to hear from you.

Job description

Job responsibilities

To provide a welcome to employees and visitors who are in contact with the department The post holder will be responsible for designated clerical duties in the department Play a lead role with administrative tasks in the department utilising IT systems in line with the departments Key Performance Indicators Promote effective customer focused communication with employees and other service users. To respond to telephone and / or face to face enquiries complying with departmental guidance Request, cancel and re-arrange appointments in line with local and national targets. To assist with the confidential management of all types of Occupational Health records/letters and appointments and ensure that all documentation is accurately complete and promptly dispatched. To be responsible for the accurate and timely storing/scanning of records, referral letters. To report maintenance and domestic repairs to appropriate departments on instruction from the departmental manager. Assist with the preparation of employee occupational health records for clinics in a timely manner as and when required. Operate trust IT systems ensuring correct data is held on the departmental database OPAS & Trust systems, and update as necessary. The post holder will give relevant assistance and training as and when required to support all colleagues. To arrange transport as necessary for colleagues in accordance with requirements of the department. To carry out general administration duties and provide clerical assistance, as required. To send and receive faxes in a safe haven environment as per Trust policy. Receive, sort and distribute goods and post delivered to the department. Attend regular departmental meetings. Attendance at least half of the meetings each year is an expectation. Person Specification

Knowledge and Awareness

Essential

Confidentiality issues. Awareness of own limitations.

Desirable

Awareness of Health & Safety issues. Awareness of Moving & Handling issues.

Skills and Abilities

Essential

Keyboard skills. Develop and maintain positive working relationships. Demonstrate effective and clear written, verbal and telephone communication skills. Work with demanding workloads and prioritise tasks. Maintain a safe working environment for self and others. Willingness to take on tasks.

Desirable

Proven record of excellent filing and organisational skills.

Qualifications

Essential

Good general education to include CSE or GCSE in English Language and Maths or equivalent/experience.

Desirable

NVQ Level 2 qualification in related subject. IT skills qualifications; CLAIT or ECDL computer course.

Experience

Essential

Experience of working with filing systems. Experience of good customer or patient care. Work with IT systems.

Desirable

Previous experience in an administrative role. Experience of working within a related area Health/Social Care setting. A willingness to learn NHS computer software systems. Experience of working with confidential material.

Personal Attributes

Essential

Friendly, respectful of colleagues.

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