A Vacancy at Northumbria Healthcare - NHCT Northumbria Healthcare NHS Foundation Trust.
An opportunity is open for a dynamic and well organised administration assistant to join the "Outstanding" Falls and Syncope Service.
The job provides a variety of administrative roles including minute taking, assisting in the preparation of reports and presentations, preparation and maintenance of spreadsheets and other information systems, assisting with health Roster, ESR and the Therefore system.
The role will also include managing enquiries to the service, supporting with materials ordering and providing Personal Assistant back up to the head of department.
The service would prefer a working pattern of 3 full days a week on Tuesday, Wednesday, Friday although this could be negotiated at interview.
The successful candidate will be based in the Falls Service office at North Tyneside General Hospital but may be required to travel to other sites within the Trust.
Responsible for providing accurate, complex reports for Head of Service, to be used for Trust wide quarterly reports redevelopment.
Responsible for adapting/designing information systems to meet the specifications of others.
Responsible for the operation and maintaining of information systems’ to enable the input and extraction of data.
Responsible for the creation and maintenance of complex spreadsheets, to provide timely and accurate data for Trust and outside agencies.
Assist with Health Roster and ESR systems.
Be proficient in the use of Therefore system.
Responsible for providing Personal Assistant backup to the Head of Department, managing diary commitments and co-ordinating meeting requirements.
Develop and manage systems to enable the Head of Department to work effectively and efficiently, organising complex appointments and schedules.
Create and maintain databases for professional and personnel issues of the team members.
Manage enquiries affecting the falls and syncope service.
Responsible for efficient office maintenance and the monitoring and procurement of office equipment and supplies.
We manage three major locality hospitals at North Tyneside, Wansbeck and Hexham, plus a number of smaller community hospitals and clinics from Tynemouth to Berwick on Tweed, covering one of the largest geographical areas of any NHS trust in the country. Leading in innovation and quality – opening a state of the art Northumbria Specialist Emergency Care Hospital, the first of its kind in England. Do you want to work in one of the best performing NHS organisations in England? Work in an organisation that supports its staff and focuses on staff experience as much as it does the experience of its patients? You can live and breathe in an area that has the cleanest air, cost effective living, great nightlife, some of the best schools with a wealth of history available on your doorstep. Sound too good to be true? Well it isn’t, this is what you get when you work for Northumbria Healthcare, this is the Northumbria Way! Please read ‘applicant guidance notes’ before submitting your application.
Communications and Relationships
• Advise the Head of Department as to the alterations needed to the ensure effective running of the falls and syncope service.
• Advise the Information Department on the type of reports required for the Trust and confirming and explaining the data produced.
• Discuss all aspects of work required / completed with the Head of Department and teams named, advise on errors and influence future strategies for data extraction.
• Communicate electronically, accurately with the all employees who require aspects of the services named.
• Communicate generally regarding aspects of availability of the Head of Department and members of the teams
Knowledge, Skills, Training and Experience
• Previous clerical experience within a busy environment
• European Computer Driving License or equivalent experience
• Advanced keyboard skills RSA 2/3 or equivalent experience
• Advanced working knowledge of Excel spreadsheet program
• Able to work effectively to meet project aims with limited supervision.
• Motivated self-starter with excellent organisational skills evident from previous positions held
• Strong verbal and written communication skills evident from positions held
• Strong analytical skills evident from previous positions held
• Ability to work under pressure and achieve results through learning on the job and support of Team Leaders
• Proven team player evident from previous positions held
Analytical Skills
• Proven problem solving and decision making evident from previous positions held
Planning & Organisational Skills
• Planning and organising meetings, checking participant’s diaries, booking rooms, booking refreshments, minute taking, producing and distributing finalised minutes, organising presentation equipment
• Arrange meetings, external visits and larger venues.
Physical Skills
Advanced keyboard skills
Patient/Client care
Incidental patient/client contact
Financial & Physical Resources
• Order and monitor the use of office resources
• Check stock and order more supplies
• Check, chase and confirm the receipt of goods.
• Complete appropriate documentation and record any problems.
• Responsible for arranging/repairing/installing the physical office assets
Human Resources
• Provide specialist advice and education with regards to complex database processes and report formats.
Information Resources
• Demonstrate competence in the use of Microsoft and other computer software
• Generate data for service development within the strategic plan.
• Identify and agree the questions/issues to be addressed by the data/information
• Assist Head of Department in identifying the nature of the data collected
• Effectively use appropriate methods and sources for obtaining and recording the data/information
• Collate and analyse the data within timescales
• Generate reports quickly and efficiently as requested
• Create and maintain databases for personnel issues, general office recording, mandatory training,
• Manipulate Excel spreadsheets for information outside of working area and outside of Trust
• Create and manipulate Excel spreadsheets for use Trust wide
• Set up and maintain records and enter data
• Maintain quality management of data input of team
• Actively assist the Information Department and IT Department to reconfigure software for the services names
• Format and create documentation to be used within the department
• Manage all telephone, fax, email and written enquiries
• Develop and manage systems to enable the Head of department to work efficiently and effectively
• Accurately record, store and retrieve information in relation to absence, mandatory training, agenda and minutes of meetings, templates and miscellaneous information.
Policy & Service Development
• Develop role of administrator for the falls and syncope service
• Propose protocols and procedures for use in office management which impact in own area and beyond
• Contribute to the promotion of the role
Research & Development
• Make a positive contribution to the development of the services name
• Be the main link between IT and Information Department, understanding each side of the data.
• Liaise with the Software Developer for any new projects
• Contribute to frequent audits as requested.
Freedom to Act
• Manage and prioritise own workload supported by Head of Department and the teams.
• Provide specialist advice within own designated area
• Provide fast and efficient secretarial support to the Head of Department
• Provide effective and efficient clerical support to the named teams.
• Maintain excellent communication links with Head of department, Director of Nursing, Service teams, Information Department, and IT Department.
• Participate in whole team discussion at regular meetings to further develop the effective running of the services name.
This advert closes on Thursday 24 Oct 2024
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