Job summary 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 Main duties of the job To carry out and prioritise a 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. About us 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: https://heyzine.com/flip-book/2565ae62eb.html Date posted 22 January 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per annum Contract Permanent Working pattern Full-time Reference number 839-6941114-SR Job locations Norwich Community Hospital Bowthorpe Road Norwich NR2 3TU Job description Job responsibilities 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 and judgement in dealing 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 holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures. Job description Job responsibilities 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 and judgement in dealing 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 holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures. Person Specification Qualifications Essential Maths and English GCSE (Grade C or above), or equivalent NVQ Level 2 in Business Administration, or equivalent experience Desirable ECDL, or equivalent IT qualification Shorthand, or equivalent qualification RSA II, or equivalent typing qualification Experience Essential Proven administration experience in a busy office environment Proven experience of working as part of a team Desirable Knowledge of NHS ordering systems Knowledge of SystmOne Knowledge of NHS Knowledge of prescribing systems Skills Essential Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook Typing skills Good organisation and communication skills Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload Articulate, calm, polite and well-motivated with a positive attitude to customer care Effective communication and listening skills Desirable Enhance IT skills Planning skills Customer care skills Knowledge of Datix Knowledge of eRoster Experience of minute taking Personal Attributes / Behaviours (Linked to the Trust's Behaviour Framework) Essential Enthusiastic and motivated Committed to providing the best possible service to patients Tact and diplomacy Other Essential Flexible attitude and approach to work to meet the needs of the service Able to make own transport arrangement to meet the needs of the service (access to own vehicle and clean, full UK driving licence) Willingness to support in the required geographical locations Person Specification Qualifications Essential Maths and English GCSE (Grade C or above), or equivalent NVQ Level 2 in Business Administration, or equivalent experience Desirable ECDL, or equivalent IT qualification Shorthand, or equivalent qualification RSA II, or equivalent typing qualification Experience Essential Proven administration experience in a busy office environment Proven experience of working as part of a team Desirable Knowledge of NHS ordering systems Knowledge of SystmOne Knowledge of NHS Knowledge of prescribing systems Skills Essential Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook Typing skills Good organisation and communication skills Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload Articulate, calm, polite and well-motivated with a positive attitude to customer care Effective communication and listening skills Desirable Enhance IT skills Planning skills Customer care skills Knowledge of Datix Knowledge of eRoster Experience of minute taking Personal Attributes / Behaviours (Linked to the Trust's Behaviour Framework) Essential Enthusiastic and motivated Committed to providing the best possible service to patients Tact and diplomacy Other Essential Flexible attitude and approach to work to meet the needs of the service Able to make own transport arrangement to meet the needs of the service (access to own vehicle and clean, full UK driving licence) Willingness to support in the required geographical locations 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Norfolk Community Health and Care NHS Trust Address Norwich Community Hospital Bowthorpe Road Norwich NR2 3TU Employer's website https://www.norfolkcommunityhealthandcare.nhs.uk (Opens in a new tab)