Administration Assistant

Job overview

An exciting opportunity has arisen to join our secretarial, clerical & administrative Haematology and Oncology team at Warwick Hospital. The structure provides ideal opportunities for career progression within the Haematology / Oncology team.

If you possess excellent communication and organisational skills, work well in a team and can meet deadlines successfully then this position could be for you.  The role will give the successful candidate experience of administration duties within a well established team and builds professional relationships with different disciplines within an NHS organisation.

Please be aware, if we receive a large number of applications, we may close this vacancy earlier than  25th June.

Main duties of the job

To work as part of an administration team providing high quality day to day administration and clerical support to the Haematology and Oncology Services. To use own initiative, be responsible for own time management and prioritisation of workload. The role requires excellent communication, organisational and IT skills.

Detailed job description and main responsibilities

Knowledge skills and experience required:

To be responsible for providing administrative and clerical support using advanced skills in office procedures, systems and Information Technology.

Using effective communication skills in all interactions with patients, clinicians, managers and colleagues within the Haematology and Oncology Service and other relevant departments.

To be the first point of contact in dealing with enquiries both in person and on the telephone, in a professional polite and helpful manner and ensure urgent matters are brought to the attention of the person responsible, so that responses are dealt with quickly and within set guidelines.

Will be responsible for processing correspondence/telephone enquiries and dealing with these routine requests using, own initiative.

To arrange meetings, notify attendees initiate and prepare agenda. To take, transcribe minutes and meeting actions as required to cascade to internal/external delegates.

To undertake general office duties as necessary, including filing, scanning, photocopying, taking notes of meetings, management and disposal of confidential information, as part of an effective administration service.

To be responsible for sorting all incoming and outgoing post.

To work as an effective team member, networking contributing to meetings to problem solve, improve working processes and practice.

To monitor the supplies of office stationery and equipment within their locality.

To provide administration cover in the event of absence or to meet additional demands or other circumstances where a service need is created.

Participating in the maintenance of effective office systems, identifying improvements to improve individual, team and service performance.

With direction and instruction to collect information required for statistical analysis and to collate information for forwarding to the relevant team.

To use Trust EPR to record/process patient information as required by the Haematology and Oncology management team.

Organising own work load and undertake other duties that may be required from time to time that are designated by the Haematology and Oncology management team.

To exercise good personal time management, punctuality and consistent reliable attendance.

To be responsible for maintaining designated work areas in a professional manner in accordance with Trust policies and procedures.

Measurable Result areas:

To process sensitive, complex information in line with Trust policy/procedure and to liaise with the appropriate professionals.

Responsibility for receiving, collating, all paperwork in relation to all stock/non stock processing.

The post holder will be required to travel to attend training and meetings, across South Warwickshire Foundation Trust.

Communications and Working Relationships:

To provide an effective administration service delivery in accordance with appropriate Trust policies and procedures and professional standards.

To develop and maintain an effective communication network with service users, healthcare professionals and other statutory and voluntary organisations.