Main area Administration Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Monday to Friday) Job ref 263-CCG24-010-HN-G
Employer Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust Employer type NHS Site Campus for Ageing and Vitality Town Newcastle upon Tyne Salary £24,071 - £25,674 per annum Salary period Yearly Closing 02/01/2025 23:59
Administration Officer
Band 3
Applications are invited from suitably qualified and experienced candidates for a full-time Administration Officer to work within Older People's Services based at the Campus for Ageing and Vitality, Westgate Road, Newcastle upon Tyne.
This is a very busy service and the post-holder is part of a team of admin which supports the multi-disciplinary clinical team. Duties will include processing referrals into the service, maintaining an electronic patient record system (RiO training will be given), maintaining spreadsheets, diary management, typing clinical letters and reports and minuting meetings as well as other general office duties. A proven high level of organisational and excellent communication skills, both written and verbal, along with extensive experience of Microsoft packages are required.
The post holder must facilitate excellent customer service and be confident in dealing with service users face to face as well as on the telephone and carry out duties as assigned to them by the Administration Team Lead / Administration Manager / Team Manager to ensure a comprehensive, high quality administrative service to the team at all times.
This is a full-time post 37.5 hours per week Monday to Friday.
The post holder will be able to demonstrate the ability to deal with possible exposure to highly distressing or highly emotional circumstances and will be expected to participate on all relevant training courses appropriate to the role.
Main duties of the job
* Experience in a customer/patient and service user focused environment.
* Excellent communication and interpersonal skills.
* Minute taking experience.
* Diary management.
* A good understanding of the RiO system (not essential as training given to those who have not worked on this system before).
* Proven experience and knowledge of Microsoft Word/Office packages.
* Good verbal and written communication skills.
* Ability to be self-directed, motivated and be able to contribute positively within a team.
* Well organised and structured.
* The post holder will be expected to demonstrate flexibility in the role in order to meet the needs of the service.
* Facilitates excellent customer service, in person and on the telephone, following guidance and procedures delivered through in-house training and action planning.
Provides proactive, comprehensive secretarial service and support, which may include handling enquiries, arranging clinics and meetings, supporting the Team Manager, processing typing / checking documentation, processing mail, photocopying, scanning etc.
Provides agreed levels of support to the service to maintain cover in the absence of other administrative staff.
Working for our organisation
We aim to attract and retain a diverse, talented and committed workforce, who are caring and compassionate, and therefore able to meet the demands of the modern NHS now and in the future. In return we can offer a dynamic working environment in which to build a career.
Person specification
Education and Qualification
* NVQ Level 3 or QCF Level 3 in Business Administration (or equivalent)
* Audio Typing qualification or demonstrable equivalent experience
* General level of education to O-Level/ GCSE or equivalent
* NVQ Level 3 Level 3 in Customer Care (or equivalent)
Knowledge and Experience
* Knowledge of NHS Policies and Procedures
* Working knowledge of Microsoft applications, including Word, Outlook and Excel
* Ability to maintain and update Patient Information Systems e.g. RiO
* Good working knowledge of office procedures
* Previous secretarial/clerical experience
* Ability to uphold confidentiality at all times
* Able to prioritise and plan own workload
* Experience in processing CPA, Mental Health Act and Safeguarding documentation
* Experience using stock ordering systems and petty cash systems
* Experience of working with medical records filing systems
Skills and Competencies
* Excellent communication and interpersonal skills, both verbal and written
* Minute taking skills
* Good organisational and planning skills
* Shorthand skills
Role/Team specific requirements
* Flexible attitude to cope with fluctuating workloads and the occasional requirement to cover other areas in cases of staff absence
Please ensure to check out all of the supporting documents linked to this advert, for useful information about working for us, information from our Chief Executive and much more.
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 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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