Job Description
Job Title: Administrative Assistant\n\nTrust: Royal Devon University Healthcare NHS Foundation Trust\n\nLocation: Exeter, Devon, EX2 5DW\n\nHours: 37.5 Hrs Per Week\n\nDuration: Until the End of April\n\nWork Pattern: 08:30am - 4:30pm\n\nWhat you’ll be responsible for:\n\nJob Purpose:\n\n * Provide a professional, efficient and accurate administrative support function\n\n * Undertake general clerical duties\n\n * 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\n\n * Provide excellent customer care which may include communication with distressed and anxious patients and relatives, treating them with tact and empathy\n\n * Ensure all information is secure and confidentiality of information is maintained at all times\n\n * Ensure the professional image of the Trust is maintained at all times .\n\nKEY RESULT AREAS/PRINCIPAL DUTIES AND RESPONSIBILITIES:\n\nAdministrative functions:\n\n * Ensure all paperwork/electronic notes are actioned; escalating any work or decision making as required.\n\n * Make and receive telephone calls both external and internal according to Trust standards\n\n * Ensure all data whether paper based or electronic is stored, retrieved and archived according to Trust standards and maintaining data protection requirements.\n\n * Update IT databases with accurate information as directed\n\n * Organise diaries for any simple meeting requests, contacting attendees as required.\n\n * Carry out filing, photocopying, typing of emails and simple letters as requested by team.\n\n * Print out reports or paperwork necessary for the efficient functioning of the department, including meeting agenda items etc.\n\nCommunication:\n\n * Open and deal with post, ensuring any urgent and/or important communications are actioned efficiently\n\n * Answer the telephone within 4 rings, dealing with enquiries in a professional efficient manner.\n\n * Take messages, ensuring they are actioned and/or received by the correct recipient. Communicate effectively including discussion and written communication\n\n * Provide help and support as required to patients and relative who may be anxious and distressed.\n\n * Provide excellent customer care, in a calm and professional manner – some situations may be challenging\n\n * Organise and supporting meetings through effective communication\n\nAdditional Responsibilities:\n\n * The post holder will be expected to carry out any other duties as required, commensurate with their pay band\n\n * The post holder will be required to facilitate and support new starters to carry out their role\n\n * The post holder will understand the limitations of the role and how to access support\n\nYou’ll have the following skills/experience:\n\nSkills:\n\n * Excellent planning & organisational skills\n\n * Ability to prioritise workload to respond to changing demand\n\n * Ability to liaise and communicate with staff at all levels\n\n * Excellent interpersonal & communication skills inc. demonstrating empathy & sensitivity to patients and relatives\n\nPERSONAL ATTRIBUTES:\n\n * Enthusiastic highly motivated & committed to delivering a service.
Understand team work and work within a team\n\n * Able to plan and organise workload. Able to prioritise own work load and meet deadlines. Ability to work un-supervised.
Can remain calm and professional in a busy environment\n\nEXPERIENCE:\n\nPrevious clerical experience\n\nSystem Knowledge:\n\nEPIC desirable\n\nExcel desirable\n\nHospital Experience - Essential