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 to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which 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, faxing, 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

Identify and report areas within working processes and procedures that could improve service delivery

To organise and service meetings, which may involve travel to and from other venues. This will include resolving appointment conflicts, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings.

To undertake receptionist/telephonist duties, receiving and processing telephone calls, including referrals, which may be urgent, liaising with health professionals to correctly process referrals.

To communicate with patients 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.

To be responsible for the clinical staff sickness line and to process all absence related documentation including sick certificates and updating HealthRoster (in the absence of the Community Operational Manager)

To communicate team of changes in staffing levels including sickness and annual leave and to update the office white board weekly to reflect the staffing level.

To request and process bank cover for staff shortages.

Receive urgent and non-urgent D2A referrals via phone calls or SystmOne.

To provide administration support to the clinical leads including scheduling supervision and training

To provide training and support to colleagues including new starters, temporary staff and apprentices when required as directed by the PA/Supervisor and/or the Admin Team Leader

To be committed to working within a changing environment, embracing new demands and changes. To be an active team member recognising potential

Person Specification

Qualifications

Essential

• NVQ Level 3 in Business Administration, or equivalent experience
• GCSE Level 4/ Grade C or above in English and Maths, or equivalent

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
• Good organisational skills
• 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 keyboard and IT skills

Desirable

• Enhanced IT skills
• Planning skills
• Customer care skills
• Supervisory skills

Personal Attributes/Behaviours

Essential

• Able to identify with the Trust's commitment to safeguarding and promoting the welfare of children and young people/vulnerable adults.

Other

Essential

• Flexible attitude and approach to work
• Able to make own transport arrangements to meet the needs of the service

Communication

Essential

• Able to communicate effectively in written and verbal English language

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

East of England Community Health and Care NHS Trust

Address

St James Clinic

Extons Road

Kings Lynn

PE30 5NU

United Kingdom

Employer's website

https://www.eastofenglandcommunityhealthandcare.nhs.uk/ (Opens in a new tab)