An exciting job opportunity has arisen and we are looking to recruit a Service Assistant to support our well-established Service Lead team within Blackpool Urgent Treatment Centre.
Essential requirements for this post are excellent interpersonal skills and a confident, can-do attitude to work with the ability to prioritise work, demonstrate attention to detail and be able to meet demanding deadlines whilst maintaining excellent communication.
The successful candidate will be required to work some weekends and bank holidays.
Main duties of the job
To provide comprehensive administration support to the Service Leads and when required to the HR Manager and Service & Business Manager within the Blackpool Urgent Treatment Centre.
Job responsibilities
* To provide comprehensive administration support to the Service Leads/HR Manager/team members and when required to the Service & Business Manager using IT systems effectively, including Internet/Intranet, Email, Windows, & Excel.
* To receive incoming telephone calls, and deal with queries where possible or take accurate messages and direct to the appropriate recipient.
* To generate a range of documentation including letters and reports to a professional standard. This may include the composition of letters to staff and other professionals on behalf of the team.
* Assist with producing correspondence, reports, and proposals all of which requires maintaining excellent communication links with colleagues within the Service to ensure reliable and efficient dissemination of information.
* To provide support and cover for reception when required.
* To manage the day-to-day duties in their role and undertake all typing, photocopying, scanning.
* To collate data and present in appropriate formats when required.
* To maintain and administer departmental databases to facilitate effective retrieval of information, including audit returns for the team e.g. mandatory training/supervision/appraisal records and quality team audit returns (list is not exhaustive).
* Knowledge of several practice software systems including Microsoft Office, Adastra, Emis, Internet and intranet.
* Filing and retrieving paperwork.
* To ensure that appropriate and confidential HR records/files are continually maintained and up to date.
* To ensure that financial records and invoices are filed on a regular basis.
* To support the Service & HR Manager in monitoring sickness absence, annual and other leave taken by team members.
* To co-ordinate the preparation and distribution of agenda and minutes for a range of meetings when requested and take minutes as and when requested.
* To ensure that all matters of importance are brought to the immediate attention of the Service Leads/Service Manager/HR Manager/Clinical Manager and Business Manager.
* To actively deal with day-to-day issues and queries, which may include gaining responses from others/requests for information etc.
* To always maintain sensitivity when dealing with private and personal situations/information relating to both staff and patients.
* To exercise discretion and always maintain confidentiality.
* To always act to promote the professional image of the service.
Person Specification
Qualifications
* 5 GCSEs at Grade C or above (or equivalent) including Maths and English.
* NVQ Level 3 Business Administration or equivalent.
Experience
* Previous experience of delivering a high quality, administration focused service.
* Computer & IT literate, with extensive use in MS Office/N365 (specifically MS Word, Excel, and Outlook).
* Minute taking.
* Previous experience of working within the NHS.
* Knowledge of Payroll Procedures.
* Experience of Recruitment Processes.
Skills and Abilities
* Excellent verbal and written communication skills.
* Ability to work as part of a team and on own.
* Ability to work through tasks logically and systematically with attention to detail.
* Ability to use initiative and prioritise a wide range of tasks.
* Ability to always maintain confidentiality.
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.
£22,816 to £24,336 a year pending new 2024/25 pay award.
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