Royal Devon University Healthcare NHS Foundation Trust
Location: Exeter, Devon, EX2 5DW
Job Title: Administrative Assistant
Band: 2: £12.08
Hours/Days: 37.5 - Monday to Friday
Shift Pattern: 8:30am - 4:30pm
Start Date: ASAP
End Date: 30/04/2025
Job Purpose:
1. Provide a professional, efficient and accurate administrative support function.
2. Undertake general clerical duties.
3. The post holder may support either a medical or a non-medical team, and will support the team to provide an effective and timely service.
4. Provide excellent customer care which may include communication with distressed and anxious patients and relatives, treating them with tact and empathy.
5. Ensure all information is secure and confidentiality of information is maintained at all times.
6. Ensure the professional image of the Trust is maintained at all times.
KEY RESULT AREAS/PRINCIPAL DUTIES AND RESPONSIBILITIES:
Administrative functions:
1. Ensure all paperwork/electronic notes are actioned; escalating any work or decision making as required.
2. Make and receive telephone calls both external and internal according to Trust standards.
3. Ensure all data whether paper based or electronic is stored, retrieved and archived according to Trust standards and maintaining data protection requirements.
4. Update IT databases with accurate information as directed.
5. Organise diaries for any simple meeting requests, contacting attendees as required.
6. Carry out filing, photocopying, typing of emails and simple letters as requested by the team.
7. Print out reports or paperwork necessary for the efficient functioning of the department, including meeting agenda items.
Communication:
1. Open and deal with post, ensuring any urgent and/or important communications are actioned efficiently.
2. Answer the telephone within 4 rings, dealing with enquiries in a professional efficient manner.
3. Take messages, ensuring they are actioned and/or received by the correct recipient.
4. Communicate effectively including discussion and written communication.
5. Provide help and support as required to patients and relatives who may be anxious and distressed.
6. Provide excellent customer care, in a calm and professional manner - some situations may be challenging.
7. Organise and support meetings through effective communication.
Service delivery and improvement:
1. Use and ensure office equipment is maintained.
2. Research and report information.
3. Ensure adequate and appropriate stationery supplies are available.
4. Contribute to the NHS service improvement/modernisation agenda e.g., service redesign.
5. Work as part of the team in developing processes within the department to meet the demands of a growing service.
6. Participate in team and directorate meetings as required.
Resource Management:
1. Provide cover in periods of absence as directed by department manager; this may involve moving to other areas.
2. Monitor use of supplies and stationery and ensure this is done efficiently and cost-effectively in line with the needs of the service.
Additional Responsibilities:
1. The post holder will be expected to carry out any other duties as required, commensurate with their pay band.
2. The post holder will be required to facilitate and support new starters to carry out their role.
3. The post holder will understand the limitations of the role and how to access support.
KNOWLEDGE / SKILLS:
1. Excellent planning & organisational skills.
2. Ability to prioritise workload to respond to changing demand.
3. Ability to liaise and communicate with staff at all levels.
4. Excellent interpersonal & communication skills, including demonstrating empathy & sensitivity to patients and relatives.
5. Ability to promote good working liaisons (staff, patients, relatives).
6. Extracting information / Listening Skills.
7. Ability to handle complex enquiries - distressed & anxious patients.
PERSONAL ATTRIBUTES:
1. Enthusiastic, highly motivated & committed to delivering a service.
2. Understand teamwork and work within a team.
3. Able to plan and organise workload.
4. Able to prioritise own workload and meet deadlines.
5. Ability to work unsupervised.
6. Can remain calm and professional in a busy environment.
7. Empathetic, but able to understand professional boundaries.
8. Smart appearance, adhering to the Uniform Policy.
9. Welcoming, friendly and approachable manner.
EXPERIENCE:
1. Previous clerical experience.
SYSTEM KNOWLEDGE:
1. EPIC desirable.
2. Excel desirable.
HOSPITAL EXPERIENCE: Essential #J-18808-Ljbffr