To provide comprehensive and pro-active secretarial and administrative support to the Medicines Optimisation and General Medical Inpatient teams. Ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard. Contributing to the smooth running of both services across the Trust with safe staffing levels. Working independently, using own initiative and problem-solving skills to support the Inpatient Medical team and Medicines Optimisation team.
Accountable To:
Lead Advanced Clinical Practitioner / Head of Medicines Optimisation
Reports To:
Supervisor - Senior Administrator
To carry out and prioritisea variety of administrative duties and undertake other office duties, including:
• Dealing appropriately with all telephone and email enquiries from staff. This will include communicating with staff around rosters, pay, prescribing trends and formulary requests.
• Using a range of software programmes and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations. This may include regularly dealing with matters of a complex and/or distressing nature.
• Understanding a range of work procedures and practices, some of which are non-routine, requiring a base level of theoretical knowledge.
• Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents.
• Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date, in a timely manner.
• Opening, sorting and distributing incoming mail, and ensuring that outgoing post is sent in a timely manner.
• Researching websites, downloading and circulating documents, as requested.
• Where required, work as a team with a group of staff on a daily basis.
• Identify and report areas within working processes and procedures that could improve service delivery.
• Assist Managers in the HR and recruitment process for new starters, prepare relevant paperwork for Managers to authorise changes to current staff’s circumstances.
Norfolk Community Health & Care NHS Trust provides community-based NHS health and care via more than 70 locations across Norfolk, as well as providing a specialist Early Supported Discharge service to stroke patients in Norfolk and Suffolk.
Serving a population of nearly 900,000, NCH&C delivers services for children, young people and families, therapies, community nursing, end of life care and specialist nursing, among others. We believe that people are better looked after locally and this belief drives us to work hard to bring expert care to patients in our seven community hospitals, within GP surgeries and in patients’ own homes. Working in the community will provide you with the opportunity to develop longer-term and more personal relationships with patients, carers, and other professionals.
NCH&C is proud to be the first standalone NHS community trust in the UK to achieve an ‘Outstanding’ rating from the Care Quality Commission (CQC). Our focus is on continually improving the quality of care we offer to local people and on improving access to that care. Praising NCH&C’s “compassionate, inclusive and effective leadership at all levels”, the CQC observed that our staff are well supported to make positive changes and innovations.
We welcome applications from people who share our values and can help us deliver outstanding care in our local community
Find out more about working for our organisation here:
· To maintain schedules and diaries, organise and service meetings and clinics, which may involve travel to and from other venues. This will include resolving appointment conflicts, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes at meetings.
· To undertake receptionist/telephonist duties, be a point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner.
· Exercising tact andjudgement indealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.
· To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning/authorising and receipting goods and services on the NHS procurement system and carrying out research into goods and services as directed.
· Assist with the ordering, receipt and distribution of controlled stationary such as prescription pads.
· Inputting onto various databases and systems, e.g. SystmOne, PAS, EASY and designated spreadsheets, within the required timescales and deadlines.
· To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager and service manager informed at all times.
· A regular audit is carried out to ensure compliance with procedures and financial standing orders.
· To implement policies for own work area and propose changes, as necessary and demonstrating required duties to new starters. To monitor and report sickness absence and annual leave.
· To receive controlled items including (but not exclusively), prescription pads and drugs, in accordance with Trust Protocol Guidelines, ensuring secure storage and distribution to the relevant disciplines.
· It is the post holder’s responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
This advert closes on Saturday 8 Feb 2025
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