Job summary
We have a fantastic opportunity for an Admin Assistant to join our team within the Catering department here at NGH.
You'll provide support to our Senior Catering Supervisor and need to be super organised assisting with a variety of tasks, from supporting with food ordering, file retention, finance, invoicing as well as responding to emails and phone calls.
Ideally, you'll have a can-do attitude, a flexible approach, and great reliability. Excellent attention to detail and exceptional communication skills too!
Being a team player is important, but you'll also need to be able to work well on your own! Previous experience in a similar role would be ideal.
Main duties of the job
To provide general administration support with a focus on the preparation and maintenance of catering files.
- Organise, and place orders with external contractors
- Incoming invoicing matching to placed orders
- Administrative work and filing.
- Archiving and retention of records.
- Keeping information stored safely.
- Safeguarding against incidents of information security breach.
- Provide a professional, responsive service with respect to handling phone calls and emails
- Correspond to internal and external stakeholders
- To carry out other miscellaneous duties as directed
Assist other team members in day-to-day tasks
About us
**Please submit your application as soon as possible as we reserve the right to close any adverts before the closing date once we have received sufficient applications**
Northampton General Hospital NHS Trust is one of the largest employers in the area and we are on an exciting journey. All our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
1. Compassion
2. Accountability
3. Respect
4. Integrity
5. Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential.
We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Job description
Job responsibilities
The role includes, but is not limited to, the following duties:
To type correspondence and material from dictation, audio or manuscript as required for the Managerial Team,
To liaise with and assist with the management of the procurement company, with placing orders and receipt of invoices along with correspondence to the company and the suppliers.
To deal with enquiries on behalf of the Managerial Team either by telephone, personal contact or correspondence, within agreed limits and take appropriate action, ensure appropriate documentation is available.
Provide general administrative services including photocopying, filing, and other office routines.
Ensure all correspondence and documentation is filed promptly and cross reference whenever necessary.
Liaise with other hospital departments
Assist and help colleagues when the need arises.
Maximise the use of innovative IT systems.
Provide cross-cover within administration team during absence and follow relevant organisational policies such as notification of sickness absence and participation in individual appraisal.
Person Specification
Skills and Abilities
Essential
6. Good personal organisation skills
7. Enthusiasm to learn and continuously develop
8. Ability to communicate with all levels of staff including Clinicians, junior medical staff, practitioners, Managers and others as required
9. Excellent written and verbal communication skills
Desirable
10. Secretarial experience
Qulifications
Essential
11. Minimum 3 GCSE at Grade C or above, including English of equivalent
Desirable
12. Level 2 or 3 Business and Administration
Experience
Essential
13. Working knowledge of administrative procedures and typing support practices
14. Excellent written and verbal communication
15. Experience of working in a busy office/reception environment
16. Proficient in Microsoft packages including Word, Excel, Power point and Outlook
Desirable
17. Typing experience
18. Experience of working in the NHS
19. Experience of working in a Catering environment