County Durham & Darlington NHS Foundation Trust
County Durham and Darlington NHS Foundation Trust is one of the largest integrated care providers in England serving a population of around 650,000 people. An exciting opportunity has arisen for a Service Support Officer to provide administrative support to the Managers and Matrons in the Community Services care group. The ideal candidate will have great administrative and data entry skills, a flexible approach, be able to work as part of a team, and have highly developed interpersonal, written, and verbal communication skills, as well as being able to prioritise a busy workload to meet all deadlines.
Main duties of the job
To provide effective and confidential administrative support on a day-to-day basis for the Community Services Management team to ensure that their needs are fully met, by working within demanding time constraints, prioritising own workload, with minimal supervision and demonstrating the ability to use initiative.
The post holder will need to be proactive, flexible, and responsive to the changing needs and demands of the organisation and to support the smooth running of the clinical services.
Job responsibilities
1. To provide a timely and accurate copy and audio typing service to the department, producing letters, reports, and other correspondence, as required.
2. To deal with telephone enquiries, taking and conveying messages appropriately.
3. To receive, date stamp, and sort incoming mail and prepare outgoing mail for posting.
4. To transmit electronic mail, photocopy and scan documents and circulate information within Trust or department timescales.
5. To collate material and information for various meetings, ensuring papers are provided and distributed on time and appropriately, as directed.
6. To organise venues, refreshments, equipment, and any necessary materials for events and meetings.
7. To take notes at informal meetings and transcribe, as required.
8. To enter data onto necessary databases and update according to service requirements.
9. To maintain an up-to-date filing and archive filing system, disposing of archived records and documentation according to Trust policy.
10. To order office supplies through Cardea and maintain agreed stock levels.
11. To provide cover as required during absence of colleagues.
12. To provide a full range of confidential secretarial/administrative support to care group Managers and Matrons and supporting staff, working with minimal supervision.
13. To undertake typing and distribution of confidential correspondence and supporting staff, within Trust or department timescales.
14. To be the point of contact for staff, patients, and others within and outside the organisation, responding to external and internal telephone enquiries, taking appropriate and timely action required.
15. To receive and respond to internal and external correspondence, taking appropriate and timely action as required, in accordance with Trust and/or departmental standards and processes.
16. To manage electronic diaries, as required.
17. To support the arrangement of on-call rotas, as required.
18. To organise meetings, including arranging venues, preparing agendas, collating and issuing papers, and attending for taking and production of minutes, as required.
19. To operate efficient and up-to-date administrative systems and processes for all office tasks.
20. To maintain accurate and timely data entry to databases to meet service requirements.
21. To prioritise own workload to meet the needs of the care group Managers and supporting staff and ensure all deadlines are met.
22. To support new and/or less experienced staff, as required.
Person Specification
Special Skills & Knowledge
* Knowledge of computer packages, e.g. Word, Excel, Outlook, and PowerPoint.
* IT Skills.
* Ability to analyse and present data using Excel and Access packages.
* Ability to use email and maintain and update paper and electronic diaries.
* Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
* Ability to use discretion and maintain confidentiality.
* Good interpersonal skills.
* Excellent verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages.
* Ability to communicate accurately, verbally, courteously, and effectively with a wide range of staff, professionals, and members of the public.
* Able to use own initiative to resolve routine queries, in line with departmental procedures.
* Able to work with minimal supervision following set procedures.
* Ability to organise and prioritise workload in order to meet deadlines.
* Knowledge of medical terminology.
Experience
* Experience of an administrative role, providing general provision of administrative duties in a challenging and constantly changing environment.
* Demonstrate experience of using Microsoft Office.
* Experience in setting up and maintaining office filing systems.
* Experience in planning and organising meetings and taking notes.
* Experience of providing administrative support to a team.
* Experience of working within an NHS Environment.
Special Requirements
* Ability to travel independently across the County to fulfil the requirements of the post.
* Present a professional image at all times.
Qualifications
* Good Standard of Education - Minimum of 3 GCSEs (or equivalent) at C Grade or above including English Language.
* NVQ Level 3 in Business Administration or equivalent knowledge/experience (or working towards).
Employer name
County Durham & Darlington NHS Foundation Trust
£24,071 to £25,674 a year per annum pro rata
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