Job summary Are you looking for an exciting opportunity to showcase your organisational skills, attention to detail, and passion for supporting a dynamic team? Were on the hunt for an enthusiastic and proactive Administration Assistant to join our team We thrive on being compassionate, responsive and adaptable; working together to help our communities live well. Interview Date: 13th February 2025 Please note, should we recieve a high number of applications, we may close the advert early. Main duties of the job To work closely with Same Day Care operational management team and Urgent Treatment Centre (UTC) Service Lead. To undertake various ad-hoc admin duties. Please see the JD for the full list of duties and responsibilities. About us NHUC is a not-for-profit Community Benefit Society, working in partnership with the NHS. NHUC provides services through two divisions, Same Day Care (SDC) and TalkPlus. SDC provides services through the Integrated Urgent Care (IUC) contract which covers the in Hours Clinical Assessment Service (CAS) and Out of Hours (OOH) provision for North Hampshire, North East Hampshire and Farnham (NEHF) and Surrey Heath places which are part of the Hampshire and the Isle of Wight ICB and Frimley ICB respectively. We also provide Urgent Treatment Centres at the front doors of both Basingstoke and Frimley Park Hospital whilst also holding some smaller contacts supporting Community Hospitals OOH and Flu response. Finally, SDC has a virtual care arm supporting patients at home. TalkPlus provide NHS Talking Therapies, supporting people with common mental health problems in Northeast Hampshire and Farnham place. TalkPlus offers a range of treatments to people who are experiencing symptoms of stress, anxiety, low mood, depression, panic, phobias or OCD. TalkPlus has care pathways to provide timely treatment for perinatal and military veteran referrals. NHUC is a Disability Confident registered organisation and are proud to support the Armed Forces community as a signatory to the Armed Forces Covenant. Date posted 23 January 2025 Pay scheme Other Salary £24,071 a year Contract Permanent Working pattern Full-time Reference number U0077-25-0000 Job locations North Hampshire Urgent Care 19 Kingsmead Farnborough Hampshire GU147SR Job description Job responsibilities Role Summary To work closely with Same Day Care operational management team and Urgent Treatment Centre (UTC) Service Lead. To undertake various ad-hoc admin duties. Hours 37.5 hours per week (Monday Friday 7.5 hours per day, 0900 1700 with 30-minute break). Flexibility required to cover until 1830 occasionally Main Duties and Responsibilities 1. Administration Duties To work with operational management team and UTC Service Lead, carrying out various administrative duties, including on occasions travelling to NHUC same day care sites. 2. Adastra Assist same day care colleagues in the day-to-day management of Adastra/Rotamaster/EMIS/Sentinel systems including setting up new clinicians, uploading voice recordings, case reports to Sentinel system. 3. Operational/Office duties Assisting in maintaining the operational folders both electronic and hard copies for the same day care team Where requested, attending to incoming/outgoing mail, emails and any messages received if required Assisting in maintaining up to date information on notice boards/ information files Assisting in filing system, records management/office organisation 4. Facilities Management Assist the same day care team where required in their day-to-day facilities management of the service, which includes: Helping with equipment maintenance Helping with any Health & Safety actions required 5. Medicines Management Support in undertaking stock checks, replenishing stock at same day care sites Attending medicine Management meetings (via TEAMS) where required 6. Ad-Hoc Undertaking any other reasonable admin responsibilities that are needed to ensure the same day care operation runs as efficiently as possible Minute taking where required Assisting with uniform orders/stock taking of uniform Cover in-hours CAS administrator role (up to 1830) in event of any absence with full support of colleagues Job description Job responsibilities Role Summary To work closely with Same Day Care operational management team and Urgent Treatment Centre (UTC) Service Lead. To undertake various ad-hoc admin duties. Hours 37.5 hours per week (Monday Friday 7.5 hours per day, 0900 1700 with 30-minute break). Flexibility required to cover until 1830 occasionally Main Duties and Responsibilities 1. Administration Duties To work with operational management team and UTC Service Lead, carrying out various administrative duties, including on occasions travelling to NHUC same day care sites. 2. Adastra Assist same day care colleagues in the day-to-day management of Adastra/Rotamaster/EMIS/Sentinel systems including setting up new clinicians, uploading voice recordings, case reports to Sentinel system. 3. Operational/Office duties Assisting in maintaining the operational folders both electronic and hard copies for the same day care team Where requested, attending to incoming/outgoing mail, emails and any messages received if required Assisting in maintaining up to date information on notice boards/ information files Assisting in filing system, records management/office organisation 4. Facilities Management Assist the same day care team where required in their day-to-day facilities management of the service, which includes: Helping with equipment maintenance Helping with any Health & Safety actions required 5. Medicines Management Support in undertaking stock checks, replenishing stock at same day care sites Attending medicine Management meetings (via TEAMS) where required 6. Ad-Hoc Undertaking any other reasonable admin responsibilities that are needed to ensure the same day care operation runs as efficiently as possible Minute taking where required Assisting with uniform orders/stock taking of uniform Cover in-hours CAS administrator role (up to 1830) in event of any absence with full support of colleagues Person Specification Autonomy Essential Self-motivated, able to work independently, organising and prioritising own workload to changing and often tight deadlines Requirement to be able to travel to other Same Day Care sites as requested Qualifications Essential Good standard of education (Minimum 5 GCSEs at grade 4 or above) or significant equivalent previous proven experience Knowledge/Skills/Competencies Essential Ability to use initiative and know when it is appropriate to seek advice Ability to learn job-specific IT systems Computer and IT literate use of MS office, 365 email/software/send & receive documents Exceptional organisational skills Clear communicator with excellent oral and writing skills Good attention to detail to ensure accuracy Ability to work on own initiative with guidance and input from managers, within standard operating systems Excellent time-keeping and reliability Tactful and diplomatic with an ability to maintain confidentiality and trust Ability to prioritise workload and remain calm under pressure Conscientious and hard working Willing and able to take personal responsibility Maintain a professional appearance Flexible in approach to the needs of the service and responsive to change. Team player Experience Essential Administration / clerical experience Desirable Previous experience working in the NHS or public sector Equality and Diversity Essential Understanding of and commitment to equality of opportunity and good working relationships Supports and promotes equality and diversity Person Specification Autonomy Essential Self-motivated, able to work independently, organising and prioritising own workload to changing and often tight deadlines Requirement to be able to travel to other Same Day Care sites as requested Qualifications Essential Good standard of education (Minimum 5 GCSEs at grade 4 or above) or significant equivalent previous proven experience Knowledge/Skills/Competencies Essential Ability to use initiative and know when it is appropriate to seek advice Ability to learn job-specific IT systems Computer and IT literate use of MS office, 365 email/software/send & receive documents Exceptional organisational skills Clear communicator with excellent oral and writing skills Good attention to detail to ensure accuracy Ability to work on own initiative with guidance and input from managers, within standard operating systems Excellent time-keeping and reliability Tactful and diplomatic with an ability to maintain confidentiality and trust Ability to prioritise workload and remain calm under pressure Conscientious and hard working Willing and able to take personal responsibility Maintain a professional appearance Flexible in approach to the needs of the service and responsive to change. Team player Experience Essential Administration / clerical experience Desirable Previous experience working in the NHS or public sector Equality and Diversity Essential Understanding of and commitment to equality of opportunity and good working relationships Supports and promotes equality and diversity Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer details Employer name North Hampshire Urgent Care Address North Hampshire Urgent Care 19 Kingsmead Farnborough Hampshire GU147SR Employer's website https://www.nhuc.co.uk/ (Opens in a new tab)