Job summary To provide comprehensive and pro-active secretarial and administrative support to the Ward Manager and the inpatient medical team for Priscilla Bacon Lodge. Ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard. Contributing to the smooth running of the inpatient unit in Priscilla Bacon Lodge but also collaborating with all inpatient units across Norwich, North and South with safe staffing levels. Working independently, using own initiative and problem-solving skills to support the inpatient medical team, ward managers and their teams. This role requires excellent administrative, verbal, and written communication skills together with attention to detail and the ability to work both autonomously and as part of a team. To support the delivery of a high quality, safe and compassionate healthcare service. Main duties of the job To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload). To maintain schedules and diaries, organise and service meetings, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring notes are ready, 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 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. Answering incoming calls from nursing stations on the ward, such as the Community Access Team requiring information on bed availability, calls from staff, patients relatives, etc. About us Are you organised? Are you good at supporting others during difficult times? If you answeredyes then this could be for you An exciting opportunity has arisen within Palliative Care at PBL Norwich, and we are looking for an Inpatient Admin to work across our Palliative Care Unit. Find out more about working for our organisation here: https://heyzine.com/flip-book/2565ae62eb.html Date posted 31 January 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year Per annum Contract Fixed term Duration 10 months Working pattern Full-time Reference number 839-6976695-AB Job locations Priscilla Bacon Lodge Norwich NR4 7YA Job description Job responsibilities Dealing appropriately with all telephone enquiries as well as face to face patient contact, which may on occasion be upsetting. Using a range of software programmes to produce, maintain and distribute documents, including reports relating to staff mandatory training, PDP compliance and absence reporting using spreadsheets, databases, and presentations. Updating a variety of forms, charts and templates that are used by clinical staff. This may include regularly dealing with matters of a complex and/or distressing nature 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 inpatient clinical staff records are kept up-to-date and filing and archiving is carried out in a timely manner. This includes keeping various trackers up to date around auditing, staff training, probation periods and supervisions Job description Job responsibilities Dealing appropriately with all telephone enquiries as well as face to face patient contact, which may on occasion be upsetting. Using a range of software programmes to produce, maintain and distribute documents, including reports relating to staff mandatory training, PDP compliance and absence reporting using spreadsheets, databases, and presentations. Updating a variety of forms, charts and templates that are used by clinical staff. This may include regularly dealing with matters of a complex and/or distressing nature 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 inpatient clinical staff records are kept up-to-date and filing and archiving is carried out in a timely manner. This includes keeping various trackers up to date around auditing, staff training, probation periods and supervisions Person Specification Qualifications Essential GCSE's in English and Maths (Level 4/Grade C) or equivalent NVQ Level 3 in Business Administration or equivalent experience Proven IT skills 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 Skills, Abilities and Knowledge Essential Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook Typing skills Good organisational 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 Planning skills Customer care skills Communication Essential Able to communicate of written and verbal English language Personal and People Development Essential Enthusiastic and motivated Committed to providing the best possible service to patients showing care and compassion Tact and diplomacy Team Player Personal Attributes / Behaviours (linked to the Trust's Behaviour Framework) Essential Able to identify with the Trust's commitment to safeguarding and promoting the welfare of children and young people/vulnerable adults 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 GCSE's in English and Maths (Level 4/Grade C) or equivalent NVQ Level 3 in Business Administration or equivalent experience Proven IT skills 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 Skills, Abilities and Knowledge Essential Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook Typing skills Good organisational 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 Planning skills Customer care skills Communication Essential Able to communicate of written and verbal English language Personal and People Development Essential Enthusiastic and motivated Committed to providing the best possible service to patients showing care and compassion Tact and diplomacy Team Player Personal Attributes / Behaviours (linked to the Trust's Behaviour Framework) Essential Able to identify with the Trust's commitment to safeguarding and promoting the welfare of children and young people/vulnerable adults 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. Employer details Employer name Norfolk Community Health and Care NHS Trust Address Priscilla Bacon Lodge Norwich NR4 7YA Employer's website https://www.norfolkcommunityhealthandcare.nhs.uk (Opens in a new tab)