Administrative Assistant

Job overview

To provide efficient administrative and clerical support to Therapy Services. to be based at Bensham Hospital.

To provide an efficient and friendly service to patients, visitors and colleagues, handling enquiries promptly.

Main duties of the job

Booking of appointments on EMIS and Careflow.

Completing outcomes of clinics.

Completing tasks from EMIS.

Answering Telephone calls for services.

Dealing with Outlook/Emails.

Excellent communication skills, written and verbal.

Knowledge of the Data Protection Act and the ability to maintain confidentiality at all times.

Ability to communicate effectively with Service users, all levels of the organisation and external agencies.

The ability to handle queries/enquiries efficiently and professionally.

Excellent telephone manner.

Ability to demonstrate a sensitive and professional approach to all service users.

• Ability to work flexibly and to be adaptable to the changing needs of the Service.

Experience of working in an administrative role in a busy office environment.

Ability to work independently and use own initiative.

Ability to work to tight deadlines and prioritise effectively.

Ability to work alone and also as part of a team, developing good working relationships with colleagues.

Ability to identify and contribute to personal development.

Ability to make changes to own working practices and offer suggestions for improving administrative and clerical systems.

Detailed job description and main responsibilities

To provide effective administrative and clerical support to the Therapy Service including:

• Receiving and dealing with telephone calls from a variety of sources.
• Dealing with general and confidential correspondence.
• Photocopying, scanning.
• Assist in maintaining filing using both electronic and paper systems.
• Extensive use of EMIS/Careflow electronic patient administration system.

To deal with enquiries efficiently and promptly, assessing priority, passing information onto appropriate parties/taking appropriate action.

To handle confidential, sensitive or contentious information appropriately, liaising with Manager/staff/other Departments where necessary.

To deal with initial complaints sensitively, avoiding escalation where possible.

To be aware of and uphold an active approach to Health & Safety within the work place and across the Trust, in order to assist with the creation of a safe environment.

To be aware of and comply with the regulations concerning the Data Protection Act and observe standards of patient confidentiality.

To participate in the Trust’s Appraisal System.

To work collaboratively with all therapy Teams.

Applicant requirements

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.