Administration Assistant

Job overview

The Practice Development Team is seeking to appoint a full‑time Administrative Assistant to join our small and supportive admin team.

We are looking to recruit an admin assistant who is highly motivated with excellent organisational, interpersonal and communication skills to assist the teams in providing high quality, safe patient care through the delivery of efficient and responsive adminsitrative service which meets the needs of the service.

You will need to work confidently with colleagues and patients both face to face and over the telephone, as well as working effectively as part of the team. It is essential to have effective time management and a flexible approach to working. You will need to use your own initiative, showing attention to detail and have the ability to work accurately.

Please be advised that sponsorship is not eligible for this post.

Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.

Main duties of the job

You will need to work confidently with colleagues and patients both face to face and over the telephone, as well as working effectively as part of the team. It is essential to have effective time management and a flexible approach to working. You will need to use your own initiative, showing attention to detail and have the ability to work accurately.

Detailed job description and main responsibilities

• Act as the first point of contact for dealing with routine enquiries and take action as necessary liaising with others as appropriate.
• Communicate with staff, patients and/or external organisations using appropriate methods.
• Maintain both manual and electronic filing systems and databases, as required by the department and Trust policies, ensuring all documents are accurately and appropriately archived.
• Maintain an efficient and comprehensive administrative service, including photocopying, providing support to the departments and other team members as requested.
• Utilise relevant Trust IT systems, as determined by the role, ensure all relevant patient data is collected and input accurately in line with Trust guidelines.  These systems may include PMS (iPm from June 2007), CRRS, Opera, CRIS, Ultra, Respond, IMPAC etc.
• Collate, input and monitor department documentation and information to assist with the production of monthly reports for the department.
• Responsible for the dissemination of all relevant information to departments, external and internal users (e.g. dissemination of minutes, memos).
• Assist with training new team members in Trust operational systems and department procedures.
• Responsible for ordering stationery and other equipment whilst monitoring and maintaining stock levels.
• Responsible for the receipt and distribution of incoming/outgoing post and action accordingly.
• Prioritise daily tasks to achieve timescales set.
• Act as first point of contact for complaints within the department, dealing with them accordingly and in line with Trust policy and departmental standards.
• Provide appropriate cover in the absence of other members of the team.
• Continually contribute to patient and business improvement Agendas.  Share ideas for potential service improvement.

For further details of the role please see the attached job description.