Admin and Clerical Assistant

Job overview

This vacancy is only open at this stage to internal employees of the following organisations within the Staffordshire and Stoke-on-Trent Integrated Care System:

• North Staffordshire Combined Healthcare NHS Trust
• Midlands Partnership University NHS Foundation Trust
• University Hospitals of North Midlands NHS Trust, inclusive of Black Country Procurement Group and North Midlands and Cheshire Pathology Service.
• Staffordshire and Stoke-on-Trent Integrated Care Board

We are looking for a motivated and enthusiastic individual to join our busy Patient and Organisational Safety Team.  The post is a part-time, 30 hours per week, band 3 role, fixed term contract (secondments will be considered).

£24,937 - £26,598 per annum pro rata.

Main duties of the job

The role will include attending to calls and enquiries, liaison with other teams and other department, booking meetings, and managing team requests. Monitoring patient safety data and other associated admin and clerical tasks related to supporting a very busy multi-disciplinary team of professionals.

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.

Detailed job description and main responsibilities

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 as:

• Typing reports, letters, training tools, team checklists
• Dissemination of key information to teams
• Ability to make entry’s into Electronic Patient records
• Managing staff files
• Maintaining an effective ‘bring forward’ system overseeing Team Training plans
• Co-ordinate programmes of work (such as training schedules or the use of rooms, setting up of rooms)
• Assist in ensuring that appropriate facilities are available for scheduled events
• Awareness of colleagues roles in order to be able to offer basic cover when required

6.  Responsible for maintaining audible stock control and/or security of stock, with particular emphasis on stationary but also extended to the management and control of other resources such as clinical/medical stock or projectors and laptops.

• Receipt of goods
• Maintaining stock levels

7.  Provide advice, or demonstrate own activities or workplace routines to new or less experienced employees in own work area.

8.  To undertake surveys or audits, as necessary to own work.