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