Job summary We are looking for a well organised and motivated administrative assistant to join our Practice Facilitator (PF) team, who support student nurses and midwives on practice placements in our trust. We are looking for a team member with strong organisational skills, who is a confident communicator with proven administrative experience and able to work in an environment where confidentiality is important. The role involves giving support to the PF team with administrative tasks; including inputting information onto IT systems accurately, managing staff diaries, typing of letters and reports, stock ordering, filing, having a good working knowledge of Microsoft Office applications, answering telephone calls and receiving visitors to our office area. The ideal candidate will have relevant knowledge and experience of trust IT systems, they will pay close attention to detail and be able to remain professional during times of service pressure. We are looking for someone with a positive approach to teamwork, who is able to work on their own initiative as well as working with direct instruction. Please note that this vacancy may close early if sufficient applications are received. Main duties of the job To provide efficient administration and business support to the Practice Facilitator team, working collaboratively with managers and other team members to ensure the smooth running of all office based systems. To undertake required tasks to support the delivery of team services and projects. About us Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this. Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond. The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester Our workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them. We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do. Our objectives are simple: Best services for local people Best experience of care and best outcomes for our patients Best use of resources Best people Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system. We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer. Date posted 25 February 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year Pro rata Contract Permanent Working pattern Part-time, Flexible working Reference number C9365-25-0124 Job locations Charles Hastings Way Worcester Worcestershire WR5 1DD The Alexandra Hospital Woodrow Drive Redditch Worcestershire B98 7UB Kidderminster General Hospital Bewdley Road Kidderminster Worcestershire DY11 6RJ Job description Job responsibilities Key Duties Office Management: Establish and maintain an administrative system that ensures that work is prioritised to meet agreed timescales. Receive, screen and make telephone calls, deal with general enquiries and develop a comprehensive system in the department which ensures that all messages and phone calls are actioned within appropriate timescales. Work on own initiative to ensure that all post and emails are dealt with, that all urgent correspondence is identified and that information is brought to the attention of the relevant team member in a timely manner. Maintain and update mandatory and other staff training databases using the Electronic Staff Record (ESR). Develop and manage appropriate computer or other systems to support effective day to day functioning of the office i.e. stock and non-stock ordering and supplies, hospitality arrangements. Develop and maintain an effective system (both electronic and paper based) for filing and retrieval of documentation which will, where appropriate, ensure complete confidentiality of sensitive information. Ensure adequate arrangements are in place to cover duties during annual leave and provide cover for other administration staff as agreed with team leads when required. Business Support: Assist and support preparation of draft agendas, and action notes and provide other high standard service support for meetings as required. This will require close liaison with the team's lead and other team members. Undertake photocopying and distribution of papers. Compose routine correspondence and initiate responses to general enquiries. Word-process to a high standard from both manuscript and audio for the production of a range of documents including reports and correspondence. Manage the electronic diary systems and maintain an effective bring forward system to ensure availability of appropriate papers for meetings. Coordinate and arrange meetings, events and working groups for the department and trust-wide, booking appropriate venues and hospitality. Understand and be able to navigate (with training) through Trust information systems. Prepare information in the desired format i.e. report, spreadsheets, charts etc. Support the co-ordination of events. Develop user friendly and effective spreadsheets and databases based on information provided for example service activity and monitoring spreadsheets. General: Work independently with minimal supervision and manage own work area within the team. Ensure good professional working relationships with all other agencies, professionals, colleagues and the public who contact the department. Show a flexible approach in a changing, demanding environment which has an unpredictable workload. Be proficient in using Windows based computer packages in particular Word, Excel, Power Point and MS Outlook. Communicate effectively and courteously when receiving complex or sensitive information that comes into the department, where tact and re-assurance is necessary. Undertake any other duties commensurate with this grade of post in agreement with the team's lead. Attend shifts and adhere to break times in a punctual manner. Job description Job responsibilities Key Duties Office Management: Establish and maintain an administrative system that ensures that work is prioritised to meet agreed timescales. Receive, screen and make telephone calls, deal with general enquiries and develop a comprehensive system in the department which ensures that all messages and phone calls are actioned within appropriate timescales. Work on own initiative to ensure that all post and emails are dealt with, that all urgent correspondence is identified and that information is brought to the attention of the relevant team member in a timely manner. Maintain and update mandatory and other staff training databases using the Electronic Staff Record (ESR). Develop and manage appropriate computer or other systems to support effective day to day functioning of the office i.e. stock and non-stock ordering and supplies, hospitality arrangements. Develop and maintain an effective system (both electronic and paper based) for filing and retrieval of documentation which will, where appropriate, ensure complete confidentiality of sensitive information. Ensure adequate arrangements are in place to cover duties during annual leave and provide cover for other administration staff as agreed with team leads when required. Business Support: Assist and support preparation of draft agendas, and action notes and provide other high standard service support for meetings as required. This will require close liaison with the team's lead and other team members. Undertake photocopying and distribution of papers. Compose routine correspondence and initiate responses to general enquiries. Word-process to a high standard from both manuscript and audio for the production of a range of documents including reports and correspondence. Manage the electronic diary systems and maintain an effective bring forward system to ensure availability of appropriate papers for meetings. Coordinate and arrange meetings, events and working groups for the department and trust-wide, booking appropriate venues and hospitality. Understand and be able to navigate (with training) through Trust information systems. Prepare information in the desired format i.e. report, spreadsheets, charts etc. Support the co-ordination of events. Develop user friendly and effective spreadsheets and databases based on information provided for example service activity and monitoring spreadsheets. General: Work independently with minimal supervision and manage own work area within the team. Ensure good professional working relationships with all other agencies, professionals, colleagues and the public who contact the department. Show a flexible approach in a changing, demanding environment which has an unpredictable workload. Be proficient in using Windows based computer packages in particular Word, Excel, Power Point and MS Outlook. Communicate effectively and courteously when receiving complex or sensitive information that comes into the department, where tact and re-assurance is necessary. Undertake any other duties commensurate with this grade of post in agreement with the team's lead. Attend shifts and adhere to break times in a punctual manner. Person Specification Other Job Requirements Essential Able to travel countywide to all trust sites. Willing to undertake further training relevant to post, as instructed by team lead. Ability to manage own mandatory training compliance in a timely manner. Personal Qualities Essential Willingness to learn new workplace skills. Ability to complete own work and work to support the team in a manner which utilises effective time management skills. Attend shifts and adhere to break times in a punctual manner. Behave in a professional and polite manner in the office, to facilitate an effective working environment for all staff. Produce work that is accurate and timely, accessing team support where needed. Qualifications Essential Minimum Grade C/5 GCSE Maths and English Desirable 5 GCSEs minimum Grade 5/C Experience Essential Relevant recent experience in an Administrative/Secretarial/Reception Role. Desirable Experience of having used staff eRostering systems. Experience of having used digital systems such as ESR to update and maintain staff training records. Experience of having used procurement systems such as iProc to support with requests for equipment. Skills/Knowledge Essential Ability to work accurately and methodically Flexible approach to duties and to take on new tasks with managerial support Understanding of the Data Protection Act and code of confidentiality Ability to demonstrate excellent communication skills: verbal, written and listening Knowledge of basic office procedures; to effectively administer team training programmes, staff records and other relevant team processes. Functional knowledge of Microsoft Office - Word, Excel, Outlook Person Specification Other Job Requirements Essential Able to travel countywide to all trust sites. Willing to undertake further training relevant to post, as instructed by team lead. Ability to manage own mandatory training compliance in a timely manner. Personal Qualities Essential Willingness to learn new workplace skills. Ability to complete own work and work to support the team in a manner which utilises effective time management skills. Attend shifts and adhere to break times in a punctual manner. Behave in a professional and polite manner in the office, to facilitate an effective working environment for all staff. Produce work that is accurate and timely, accessing team support where needed. Qualifications Essential Minimum Grade C/5 GCSE Maths and English Desirable 5 GCSEs minimum Grade 5/C Experience Essential Relevant recent experience in an Administrative/Secretarial/Reception Role. Desirable Experience of having used staff eRostering systems. Experience of having used digital systems such as ESR to update and maintain staff training records. Experience of having used procurement systems such as iProc to support with requests for equipment. Skills/Knowledge Essential Ability to work accurately and methodically Flexible approach to duties and to take on new tasks with managerial support Understanding of the Data Protection Act and code of confidentiality Ability to demonstrate excellent communication skills: verbal, written and listening Knowledge of basic office procedures; to effectively administer team training programmes, staff records and other relevant team processes. Functional knowledge of Microsoft Office - Word, Excel, Outlook 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 Worcestershire Acute Hospitals NHS Trust Address Charles Hastings Way Worcester Worcestershire WR5 1DD Employer's website https://www.worcsacute.nhs.uk/ (Opens in a new tab)