Job summary We have a new vacancy for an individual who can provide comprehensive administrative support to the North Herts Integrated Community Team. Come and join our friendly team Main duties of the job The successful candidate will: undertake a wide range of administrative tasks have personal responsibility for a number of delegated tasks provide cover for members of the Administration Team in periods of absence eg. Annual leave. be able to work unsupervised adhere to operational procedures and established practice refer to the Administration Supervisor for guidance when needed prioritise administrative tasks to ensure an effective and efficient running of the team maintain a professional and confidential approach to work at all times be flexible in order to meet the requirements of the team. About us A big thank you for considering joining us at Hertfordshire Community NHS Trust You'll find it a great place to work with many benefits offered to you as a member of our staff We put our patients, their families and carers at the centre of our vision - Outstanding Services and Healthier Communities Our staff are proud to be Innovative, Caring and Agile in their work to help achieve the Trust vision We welcome diversity in our workforce and are interested in applicants from all backgrounds We don't want you to miss out so we'd like you to know that if we have a high level of interest in this role, the vacancy may close prior to the advertised closing date, so please make your application as soon as possible - Apply now You've made a great decision to apply to join to HCT - we're looking forward to taking the next steps of the journey with you. Word versions of documents are available if needed to allow for any adaptations to be made i.e. font, colour, background, convert to Read Aloud. -APPLY NOW Date posted 06 January 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per annum pro rata Contract Permanent Working pattern Part-time Reference number 812-24-JC-NHICT-13 Job locations Gregans House 34 Bedford Road Hitchin SG5 1HF Job description Job responsibilities To ensure that accurate details are exchanged with all relevant staff. Give support to patients, carers and staff, where appropriate. Acting as a supportive member of the team at all times, including; Working as part of a team ensuring that the daily administration tasks are completed effectively and efficiently. To process inward and outward transfers of records and to deal with other Trusts regarding records as required To process discharge summary letters and send them to the correct professional To accurately file information To answer incoming calls, dealing with enquirers in a helpful manner, proactively taking action where appropriate. To deal with enquirers, correspondence and information received by the service in conjunction with other staff. To scan relevant documentation i.e.: Patient notes, timetables, site information, notices. To monitor stationery and store cupboards for stock and support in the ordering of service stationery and goods when requested. Liaise with GP,s patients, etc General Admin duties and tasks which are variable. Whilst it is not a legal requirement, Hertfordshire Community NHS Trust encourages and supports all its staff to be vaccinated as this remains the best line of defence against COVID-19. Job description Job responsibilities To ensure that accurate details are exchanged with all relevant staff. Give support to patients, carers and staff, where appropriate. Acting as a supportive member of the team at all times, including; Working as part of a team ensuring that the daily administration tasks are completed effectively and efficiently. To process inward and outward transfers of records and to deal with other Trusts regarding records as required To process discharge summary letters and send them to the correct professional To accurately file information To answer incoming calls, dealing with enquirers in a helpful manner, proactively taking action where appropriate. To deal with enquirers, correspondence and information received by the service in conjunction with other staff. To scan relevant documentation i.e.: Patient notes, timetables, site information, notices. To monitor stationery and store cupboards for stock and support in the ordering of service stationery and goods when requested. Liaise with GP,s patients, etc General Admin duties and tasks which are variable. Whilst it is not a legal requirement, Hertfordshire Community NHS Trust encourages and supports all its staff to be vaccinated as this remains the best line of defence against COVID-19. Person Specification Qualifications and Training Essential Educated to GCSE level or equivalent NVQ Level 3 in Business/Administration or equivalent knowledge and experience Good spoken, written and understanding of English Experience of using Microsoft Office suite; Word, Excel and Powerpoint Desirable ECDL IT Literate Experience and Knowledge Essential Experience of working in a team Motivated to extend knowledge and improve service delivery Experience and ability to deal with non-routine activities appropriately and safely Experience of handling and processing financial resources Problem solving and progress chasing skills Health, safety and risk aware Desirable Knowledge of working in the NHS Understanding of a medical environment where sick and injured patients are present Have knowledge and use of web based systems Experience of using SystmOne Electronic Patient Records Skills and Abilities Essential Ability to communicate effectively, particularly in relation to people who have a difficulty understanding and adapt communication techniques as appropriate Well-developed written and verbal communication skills Experience of formal minute taking, formatting and distributing Arranging and preparing meetings and relevant materials Organisational skills Desirable Dealing with general public Experience in customer focused environment Willingness to expand information technology skills Be prepared to expand role Awareness of child protection policies/ procedures Ability to recognise when patients require more urgent assessment Person Specification Qualifications and Training Essential Educated to GCSE level or equivalent NVQ Level 3 in Business/Administration or equivalent knowledge and experience Good spoken, written and understanding of English Experience of using Microsoft Office suite; Word, Excel and Powerpoint Desirable ECDL IT Literate Experience and Knowledge Essential Experience of working in a team Motivated to extend knowledge and improve service delivery Experience and ability to deal with non-routine activities appropriately and safely Experience of handling and processing financial resources Problem solving and progress chasing skills Health, safety and risk aware Desirable Knowledge of working in the NHS Understanding of a medical environment where sick and injured patients are present Have knowledge and use of web based systems Experience of using SystmOne Electronic Patient Records Skills and Abilities Essential Ability to communicate effectively, particularly in relation to people who have a difficulty understanding and adapt communication techniques as appropriate Well-developed written and verbal communication skills Experience of formal minute taking, formatting and distributing Arranging and preparing meetings and relevant materials Organisational skills Desirable Dealing with general public Experience in customer focused environment Willingness to expand information technology skills Be prepared to expand role Awareness of child protection policies/ procedures Ability to recognise when patients require more urgent assessment 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. Employer details Employer name Hertfordshire Community NHS Trust Address Gregans House 34 Bedford Road Hitchin SG5 1HF Employer's website https://www.hct.nhs.uk (Opens in a new tab)