Job summary
We are currently looking for a motivated and enthusiastic individual with a pleasant and helpful manner to join our friendly Medicines Optimisation Team. The post holder will provide a comprehensive administrative support to the team. They should have experience of good practice and systems of work within the secretarial field and an understanding of confidentiality / data protection issues.
Main duties of the job
The post holder must have excellent communication skills and the ability to work independently as well as within a team. Good IT skills and competent in typing/word processing are necessary to support the effective running of the team. They should have proven organisational skills and ability to prioritise workload with interruptions and changing priorities.
The post holder will act as first point of contact for the department dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating information to the relevant person/department, referring to others as appropriate. They will organise and attend meetings, where appropriate, take minutes/notes, produce, copy and circulate papers.
They will support the training of new staff on systems and procedures within the department, providing support to the induction process.
About us
The NHS is the biggest employer in Europe. It's a world-renowned institution and an exciting place to work, full of challenges and opportunities. You will be a member of a large, friendly Medicines Optimisation Team.
The ICB recognises the need for its workforce to represent the diversity of the population it serves and seeks to create an environment where diversity is celebrated and inclusivity matters. We are also keen to break down any barriers into the NHS, and would encourage applications from under-represented groups, including those from BME communities and disability groups.
In addition to a competitive salary, you will benefit from access to the generous NHS Pension Scheme as well of plenty of NHS exclusive discounts too.
Job description
Job responsibilities
1. To provide secretarial and administrative support to the Medicines Optimisation Team producing accurate and timely correspondence. This will include reports, statistics and general correspondence.
2. To act as first point of contact for the department, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate.
3. To take messages and passing on accurately to the relevant person/departments or taking action where appropriate within the remit of the role.
4. To manage electronic diaries for the team, including arranging and changing complex meetings and appointments, prioritising these as appropriate.
5. To photocopy and word-process documents, letters, emails, minutes and reports when required, having a high standard level of keyboard skills and ability to use Microsoft Office programmes.
6. To organise and attend meetings, where appropriate, to take minutes/notes, produce, copy and circulate papers.
7. To sort, distribute and prioritise incoming mail, taking action where appropriate and within the remit of the role.
8. To ensure that all complaints, comments and suggestions are dealt with appropriately, in accordance with policy, resolving where possible and escalating to line manager when appropriate
9. To provide administration cover when colleagues are on leave.
10. Support the team with the raising of purchase orders on the Oracle system.
11. Support B4 team Administrator with HR and IG asset management processes.
12. Knowledge and understanding of the NHS
13. To work on own initiative and unsupervised, within defined policies and procedures to set timescales, prioritising work and seeking assistance when required.
14. To have a flexible/adaptable approach to their work in order to meet various deadlines.
15. To support the training of new staff on systems and procedures within the department, providing support to the induction process.
16. To maintain confidentiality in all aspects of work.
17. To carry out other appropriate delegated duties as required.
Person Specification
Experience
Essential
18. Significant experience of providing clerical services
19. Experience of using IT systems for data entry
20. Experience of successfully working within tight time frames and to deadlines
21. Knowledge and understanding of the NHS
22. Minute-taking experience
Qualifications
Essential
23. Education to GCSE level/GCE 'O' Level
24. Word processing - Qualified to RSA II/NVQ level 3 or equivalent qualification/demonstrable skills (60+ wpm at 95% accuracy).
25. ECDL or equivalent qualification.
Skills
Essential
26. Comprehensive knowledge of Microsoft packages.
27. Advanced keyboard skills
28. Ability to communicate in a clear and concise manner
29. Proven organisational skills and ability to prioritise workload with interruptions and changing priorities.
30. Knowledge of a full range of administration procedures and their application to improve service efficiency and effectiveness.
31. Good command and understanding of English, punctuation and grammar
32. Knowledge of Information Governance with regard to maintaining confidentiality of person identifiable information
Personal qualities
Essential
33. Motivated, flexible and proactive.
34. Tactful, courteous and polite
35. Satisfactory attendance record in present/most recent post.