Job Overview To provide an administrative service to the Department. To plan and organise own work schedule with the use of appropriate planning aids, demonstrating good time management and ensure anticipated difficulties in meeting deadlines are promptly reported. Deal with Consultants requests for actioning urgent correspondence, medico-legal reports and any other appropriate adhoc correspondence requested in line with the Trusts policies and procedures To obtain and organise information in support of own work activities, maintain confidentiality in accordance with organisation procedures. To provide administrative support to all meetings. This will include the preparation and distribution of agendas, taking and distributing minutes and other documents for meetings, arranging venues, refreshments etc. Take minutes as required ensuring they are accurate and actioned in a timely manner. Answer queries from colleagues, GP’s and patients in a timely and professional manner. To ensure that secure systems are in place for the storage of all resources including computerised information. Main duties of the job Directorate/Departmental Specific Duties For Role To provide an administrative service to the Department including assisting clinicians with sending letters, collecting and distributing post, and ensuring phone calls are dealt with in a professional and timely manner. Provide administrative support to meetings. This will include taking and distributing minutes and other documents for meetings. Assist the workforce coordinator in the maintenance of department rotas. Answer queries where appropriate and update the rota with information shared. Communicate changes to the rota and service to relevant parties. Ensure sickness and other absences are recorded on Health Roster, the rota, and departmental databases. To ensure all necessary paperwork is completed in relation to sickness absence in line with Trust policy. Deputise for the Workforce Coordinator where appropriate and provide cover for leave. Pre-Assessment clinics: Liaising with leads for CPEX, High Risk and Obstetric High Risk anaesthetic clinics, ensuring that all clinics are fully utilised. Maintain an overview of the rota to ensure consultant leave on clinic days is flagged so that cover can be arranged, or alternative clinics arranged. Monitoring Epic work queues for unoutcomed appointments and unbooked appointments, dealing with results and queries as appropriate. Working for our organisation Frimley Health NHS Foundation Trust is committed to being an inclusive and disability confident employer and has been awarded the Gold for the Armed Forces Employment Recognition Scheme. We provide first class development opportunities for all staff and have a wide range of professional, management and leadership, and clinical skills training available. Here at Frimley Health NHS Foundation Trust, we know how important it is to have a healthy work life balance; this benefits not only individuals but the patients we care for too. We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service and its users. Frimley Health Trust benefits on Vimeo Detailed Job Description And Main Responsibilities Directorate/Departmental Specific Duties for role: To provide an administrative service to the Department including assisting clinicians with sending letters, collecting and distributing post, and ensuring phone calls are dealt with in a professional and timely manner. Provide administrative support to meetings. This will include taking and distributing minutes and other documents for meetings. Assist the workforce coordinator in the maintenance of department rotas. Answer queries where appropriate and update the rota with information shared. Communicate changes to the rota and service to relevant parties. Ensure sickness and other absences are recorded on Health Roster, the rota, and departmental databases. To ensure all necessary paperwork is completed in relation to sickness absence in line with Trust policy. Deputise for the Workforce Coordinator where appropriate and provide cover for leave. Pre-Assessment clinics: Liaising with leads for CPEX, High Risk and Obstetric High Risk anaesthetic clinics, ensuring that all clinics are fully utilised. Maintain an overview of the rota to ensure consultant leave on clinic days is flagged so that cover can be arranged, or alternative clinics arranged. Monitoring Epic work queues for unoutcomed appointments and unbooked appointments, dealing with results and queries as appropriate. Person specification Qualifications Essential criteria GCSE English and Maths pass or equivalent ECDL or equivalent MS Word for Windows Experience of working in an office environment NVQ Level 3 Administration or equivalent practical knowledge Experience Essential criteria Competent with current software programmes (i.e. MS Word, Excel, PowerPoint) Experience of taking and recording meeting minutes Be able to work in a busy environment and remain calm under pressure. Experience of working within a team environment Desirable criteria Working in the NHS either in a hospital/private practice/GP setting Provide general non-clinical advice Skills & Knowledge Essential criteria Able to observe patient confidentiality Behave in an ethical and professional manner Special Requirements Essential criteria Able to observe patient confidentiality Behave in an ethical and professional manner Aware of own strengths and limitations Flexible, adaptable and ability to manage change Good attendance record Willingness and ability to comply with the Trust’s corporate image policy Reliable Frimley Health NHS Foundation Trust (FHFT) has an outstanding reputation and a proud record of achievement. As a well performing, well led and ambitious Foundation Trust, we have exciting times ahead of us. We have an ongoing commitment to improving the health and care services for the 900,000 people we serve across Berkshire, Hampshire, Surrey and south Buckinghamshire. We are proud of the ambitions laid out in our strategy, Our Future FHFT, including our vision to be a leader in health & wellbeing, delivering excellence for our communities. We continue to invest in our services and facilities, including a £10 million upgrade to the hospital maternity unit as well as £49m major new Emergency Assessment Centre on our Wexham Park site. The opening of a brand new £100m state of the art hospital which replaced the existing hospital facility at Heatherwood and are planning to invest further in diagnostics and inpatient capacity at Frimley Park. We have also made significant investment in our quality improvement and digital programmes to support our vision and we will ensure that we achieve our aim of providing the highest quality healthcare to our patients. Our new EPR – Epic – went live in June and we are already beginning to reap the benefits of this ambitious investment. Our three core values, and the behaviours that support them, guide everything we do and set out what we expect of our staff in the way they treat patients, visitors, service users and each other, Committed to Excellence, Working Together and Facing the Future. Apply online now