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