Main area: Administration
Grade: NHS AfC: Band 2
Contract: Permanent
Office Base: University of Salford Campus, M5 4WT.
Hours:
* Full time
* Part time
* Job share
* Flexible working
37.5 hours per week (Over 5 days, Monday to Friday)
Job ref: 302-25-7028326CPR
Site: University of Salford
Town: Salford
Salary: £24,169 per annum, pro rata
Salary period: Yearly
Closing: 24/04/2025 08:00
Choose Well - Choose WWL
Job overview
The Administrative Assistant provides comprehensive support to the Occupational Health team by undertaking a range of administration and clerical tasks to ensure that the administrative aspects of the service run smoothly.
In addition to Wrightington, Wigan and Leigh NHS Foundation Trust, the Occupational Health Service also provides services to university students, Primary Care staff and other organisations. The nature of the work is diverse and highly confidential and can be physically demanding.
Main duties of the job
* Provide support for external organisations, such as Edge Hill University.
* Provide administration support to clinical staff and the Administrative Team.
* Assist the Medical Secretaries in formatting reports.
* Answer telephone enquiries and emails, directing queries/messages to the appropriate member of the Occupational Health Team in a timely manner.
* Change and make appointments in response to telephone calls/emails, ensuring all data entries and documentation are changed accurately.
* Undertake appointment tasks via the Online Occupational Health Database – to include pre-employments and management referral appointments.
* Undertake reception duties, such as running clinics and greeting clients.
* Display a professional attitude when dealing with the general public and colleagues alike while using effective communication skills.
* Assist members of the clinical staff with any queries concerning administrative processes.
* Scan files and add to the database when required.
* General Office Duties.
Working for our organisation
Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that ‘happy staff makes for happy patients’. We have a recognised track record in staff engagement and living our values.
WWL is committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind, we are seeking to recruit people who share our values and beliefs.
At WWL, we value the benefits a rich and diverse workforce brings to our community and therefore welcome applications from all sections of society.
Detailed job description and main responsibilities
* Maintain the departmental filing system of confidential staff health records to ensure efficient retrieval of health records.
* Undertake general office administration, including photocopying, scanning, and filing.
* Create/send out appointment letters.
* Be responsible for the quality and accuracy of all data input of both written and electronic information.
* Produce vaccination history reports from the Occupational Health database (OPASG2 system) when requested.
* Demonstrate effective communication using the spoken and written word to influence the outcome.
* Demonstrate awareness and sensitivity of patients with hearing difficulties and where patients’ language is not English.
* Receive and process all messages in accordance with instructions.
* Utilise the Trust's IT resources appropriately in line with the policies and procedures.
* Maintain accurate, timely, and legible written and electronic records.
* Receive payments from private clients for vaccinations, provide receipts for payments, and log on income sheet.
* Support a learning environment to enable all members of the team to develop.
* Recognise and accept responsibility for your own personal development.
* Compliance with the Health & Safety at Work Act 1974.
Person specification
Qualifications
* GCSE Grades A-C/9-4 in English Language and Mathematics or equivalent.
* Computer literate and conversant with IT Systems and packages.
Experience
* Ability to work with frequent interruptions in a busy environment.
* Work well as part of a team but also be able to work on own initiative.
* Experience of prioritising and managing workloads.
* Experience of Microsoft Office Suite and other database programmes, preferably electronic appointment systems.
* Experience of processing administration of clinical referrals.
* Experience of coordinating practitioner diaries and appointment booking.
* Previous experience of working in a clerical role.
Skills
* Good telephone manner.
* Excellent and effective communication skills with all disciplines of staff.
* Good organisational skills.
* Ability to prioritise and manage workloads.
* Ability to learn and quickly adapt to change in circumstances.
* Commitment to personal and team development.
* High level of customer service using electronic, telephone, and other channels of communication.
Knowledge
* Knowledge of general office systems and protocols in a patient or customer-focused environment.
* Knowledge of confidentiality and GDPR.
* Knowledge of NHS culture and environment.
Additional
* Flexibility.
* Access to a vehicle to facilitate multi-site working (must be able to drive and have access to a vehicle).
* Speak English to an appropriate standard relevant to their role.
Our Trust prefers candidates to submit applications online. Please contact the Recruitment Team on 01942 244000 if you have difficulty applying online.
The Trust reserves the right to close adverts earlier than the stated closing date if there is a high volume of applications.
We endeavour to inform all applicants of the outcome of their application by email or SMS text message.
Guidance on Completing Your Application
Applications are scored against the person specification; therefore, use the supporting information section of your application form to demonstrate how you meet the essential and desirable criteria for the role, providing illustrative examples where possible.
On-Call
Please note that some roles may require you to participate in an on-call rota if the role is predominantly operational.
WWL has signed up to the Greater Manchester Continuous Service Commitment and will recognise your continuous or ‘unbroken’ service in any Greater Manchester Local Authority or NHS organisation.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties, and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020.
Name: Katie Maguire
Job title: Office Manager
Email address: Katie.Maguire@wwl.nhs.uk
Telephone number: 01942 773610
If you have problems applying, contact
Address: Buckingham Row
Brick Kiln Lane
Wigan
WN1 1XX
Telephone: 07786529393
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