County Durham & Darlington NHS Foundation Trust
An exciting opportunity has arisen for an Administration Assistant to join the Patient Safety, Experience and Legal team within Corporate Nursing. Operating in a small team, you will provide a comprehensive, efficient admin service for all teams within the Patient Safety, Experience and Legal Services portfolio, in accordance with the Trust policies and procedures.
We're looking for a flexible, pro-active team player who has excellent organisational and communication skills. Experience of using Microsoft packages is essential and experience of diary management and taking meeting minutes would be an advantage.
Main duties of the job
The post holder will:
1. Provide a comprehensive, efficient admin service for all teams within the Patient Safety, Experience and Legal Services portfolio, in accordance with the Trust policies and procedures.
2. Assist in diary, calendar and event preparation and management, including typing and preparation of meeting documentation, minutes and preparation and circulation of agendas.
3. Support with registration of internal courses provided by the teams within the Patient Safety, Experience and Legal Services portfolio.
4. Maintain databases, information systems and forms in relation to Mortality.
5. Maintain filing systems and electronic records in line with organisational policies and procedures.
6. Effectively communicate with internal and external stakeholders including Local Authorities.
7. Maintain the strictest level of confidentiality at all times.
About us
If you are being interviewed, you must accept an interview slot in the system to continue, even if you have arranged with the manager.
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks.
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community-based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented.
From April 1, 2024, we are unable to offer sponsorship for healthcare roles that do not meet the minimum salary. If you are in the UK on a VISA, please ensure you have no restrictions that would prevent you from taking this post.
Full Job Descriptions can be found in the adverts supporting documents.
Job responsibilities
1. Provide an administration service to all teams within the Patient Safety, Experience and Legal Services portfolio.
2. Act as first point of contact for both teams internally and externally.
3. Assist in diary, calendar and event preparation and management, including typing and preparation of meeting documentation, minutes and preparation and circulation of agendas.
4. Arrange travel and accommodation for senior staff as required.
5. Assist with the preparation, planning and publicity for Trust events, including meetings and education events.
6. Develop and maintain databases, information systems and forms in relation to Mortality.
7. Support with registration of internal courses provided by the teams within the Patient Safety, Experience and Legal Services portfolio.
8. Maintain all filing systems and electronic records in line with organisational policies and procedures.
9. Demonstrate a high level of discretion and confidentiality.
10. Type general correspondence to acceptable standards using appropriate software and resources.
11. Carry out administrative tasks including data input, photocopying and word processing.
12. Deal with telephone enquiries, taking and conveying messages appropriately.
13. Effectively communicate with internal and external stakeholders including Local Authorities.
14. Have in-depth knowledge of Microsoft Office, including Word, Teams, Excel, PowerPoint as well as email and internet.
15. Sort incoming mail and prepare outgoing mail for posting.
16. Order and maintain adequate levels of stationery and supplies, using Cardea and process invoices received into the team, receipting where necessary.
17. Complete any other duties as appropriate.
18. Demonstrate a professional image at all times.
19. Maintain the strictest level of confidentiality at all times.
20. Be conversant and comply with the Trust's Health & Safety Policy.
21. Act at all times in the best interest of patients/clients and the Trust.
22. Be aware and adhere to all Trust Policies and Procedures.
Person Specification
Special Requirements
* Able to travel across Trust sites to meet the requirements of the post.
* Approachable and friendly.
* Present a professional image at all times.
Qualifications
* Good standard of education - minimum of 3 GCSE's (or equivalent) at Grade C or above including English Language.
* NVQ Level 2 in Business Administration or equivalent demonstrable knowledge or experience.
Experience
* Experience of an administrative role providing a service in a challenging and constantly changing environment.
* Experience of providing administrative support to a team.
* Experience of working in an NHS environment.
Special Skills and Knowledge
* Organisational Skills.
* Ability to prioritise own workload in order to meet deadlines.
* Good communication skills written and verbal.
* Ability to communicate accurately in a courteous and effective manner with a wide range of staff, professionals and members of the public.
* Knowledge of basic computer packages e.g., Word, Outlook.
* Flexible approach to work and adaptable to change.
* Able to use own initiative to resolve routine queries, in line with departmental procedures.
* Able to work with minimal supervision following set procedures.
* Knowledge of Data Protection and Caldicott Principles and understanding the requirement to maintain confidentiality.
* Ability to accurately transfer data from one source to another.
Employer name
County Durham & Darlington NHS Foundation Trust
#J-18808-Ljbffr