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We have two exciting opportunities for individuals to join our hepatology admin team working in outpatients or with the community liver health check (CLHC) admin team, both based at St James hospital. The posts are band 3, fixed contracts for 12 months.
Working within the admin teams, the individuals will provide clerical and administrative services for the department and CLHC team. The individuals will be professional, efficient, and friendly, ensuring that all admin tasks are dealt with, and any queries received are answered or signposted to the correct department or person in a timely manner.
Communication is key in this busy role as individuals will need to liaise with admin staff, clinicians, and other departments within the Trust to ensure that all admin queries are resolved effectively.
You will need to have a flexible approach to work, be highly organised, enjoy working individually as well as part of a larger team, and have good keyboarding skills. Knowledge of hospital patient administration systems is desirable but not essential as training will be given.
The posts are full-time, but part-time hours would be considered for suitable candidates.
For further information, please contact Diane Williams at email diane.williams25@nhs.net for the community liver health check post or Audrey Rowe at email audreyrowe@nhs.net for the hepatology admin post.
Main Duties of the Job
The post holder will be responsible for the provision of a full and effective administrative and clerical support service to the hepatology department and the CLHC team. He/she will also be responsible for inputting data onto the departmental database system and producing reports as required. The post holder will be expected to arrange and plan her/his own work on a day-to-day basis within the overall demands and priorities of the department.
Job Responsibilities
Job Purpose/Summary: To provide administrative and clerical support to the hepatology Department in Abdominal, Medicine and Surgery (AMS) CSU.
* To provide a full clerical support service to the department including organising, sorting, and filing documents, dealing with incoming and outgoing paper and electronic post as required; photocopying, faxing, and distributing information by post or email; typing letters and other documents.
* To deal with communications and ad-hoc enquiries from staff and service users, members of the public, and a wide range of external organisations and professionals. Receiving and relaying general verbal and written messages and responding by supplying straightforward information and guidance or referring to the relevant member of the department or other Trust staff as necessary.
* To provide administrative support for meetings as required (e.g., organising meetings including checking access arrangements, booking rooms and refreshments, sign language and ethnic minority language interpreters as appropriate, organising travel arrangements, administering expense forms, liaising with members regarding dates, sending out notice of meetings, agendas, and minutes).
* To attend and service meetings as required. This could include welcoming participants, organising refreshments, and taking minutes and typing them up and circulating them after approval.
* To maintain and update mail outs and labels for Trust and staff departments, advisory group members, and voluntary and community organisations and organising electronic or paper mail outs to such groups as required (typing, copying, and posting, etc.).
* To liaise with appropriate personnel to make appointments for the Head of Service/Management team and to maintain an appointments diary.
* To monitor stock levels and order stationery and office supplies as required, and non-stock items as necessary.
* To record departmental expenditure and petty cash requisitions, produce monthly updates, and check against financial statements. Collect petty cash as necessary.
* To co-ordinate and keep records of staff leave, absences, and attendance at mandatory fire training.
* To adhere to relevant Statutory Instruments and Trust policies and guidelines (e.g., Data Protection, Health and Safety, Confidentiality, and personnel policies and guidelines).
* To maintain and develop the department's website on the Trust intranet (training will be given).
* To contribute to the production of information for distribution across the Trust and to other relevant organisations.
* Use departmental database for recording appropriate information as requested and producing reports.
* Any other duties commensurate with the grade which may be required from time to time to ensure the effective running of the service.
Person Specification
Qualifications
* GCSE in English and Maths or Equivalent.
* Must be willing to attend relevant training courses.
* Basic computer/typing qualifications.
Experience
* Knowledge of a wide range of administrative procedures including finance.
* Competent in word processing, spreadsheet packages, and in using databases.
* A good awareness of and understanding of issues surrounding diversity and patient involvement.
* Knowledge of databases and how to generate reports.
* Understanding of working in a complex organisation.
* Good written and verbal communication skills.
* Good command of spoken and written English.
* Knowledge of the NHS.
* Work experience in a health or social care setting.
* Personal or work experience of working with diversity (e.g., disabled people, people from different cultures).
* Multi-lingual and/or in British Sign Language would be a bonus.
* Competent in using other software (such as Access databases and web authoring software).
Skills & Behaviours
* Well organised and able to work on own initiative.
* Able to work effectively as part of a small team.
* Able to relate effectively to a wide range of people with good interpersonal skills.
* Personable, patient, sensitive, and flexible.
* Willing to learn new skills.
* Reliable.
* Commitment to principles of equality and diversity.
* Commitment to delivering quality services.
* Importance of maintaining confidentiality.
* Honesty and integrity.
* Good interpersonal skills and able to relate effectively to a wide range of people.
* Multi-lingual or in British Sign Language would be a bonus.
Other Criteria
* Must be willing to work within the Trust's policies (e.g., confidentiality, data protection, health and safety, etc.).
* Able to attend occasional early evening meetings.
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