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Administrative Assistant

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Northumbria Healthcare NHS Foundation Trust

30d ago

  • Job
    Full-time
    Junior & Mid Level
  • People, HR & Administration
    Healthcare

AI generated summary

  • You need office experience, strong communication skills, resilience, IT proficiency, ability to prioritize, flexible availability, and competence in data entry and record maintenance.
  • You will handle queries via phone, face-to-face, and online, log referrals, manage appointments, maintain records, support audits, and assist with supplies while adhering to policies.

Requirements

  • Applicants should have previous experience of working in a fast paced office environment and obtain excellent communication skills, face to face, virtually and over the telephone.
  • Applicants will be exposed to sensitive and distressing information both written and verbal, where resilience is needed.
  • You will need to have the ability to prioritise your workload, maintain flexibility in the workplace and respond quickly to urgent queries from a variety of staff and patients, face to face, virtually and over the telephone.
  • Excellent word processing and IT skills are required and applicants should be competent in using a range of MS office packages.
  • The post holder must be willing to work flexibly to cover staff absence.
  • You will be using the telephone and computer simultaneously daily.
  • You will deal with queries via telephone, face to face and online/virtual from staff, patients and healthcare professionals.
  • Maintain accurate records of incoming and outgoing goods and services, as delegated.
  • Distribute reports, minutes, etc as directed.
  • Be able to use other IT systems to support service development and audit.
  • Contribute to review, redesign, implementation and evaluation of administrative systems and processes.
  • Maintain an electronic diary of room bookings.
  • Maintain filing systems, manual and computerised and assist in the retrieval of required information/files as appropriate.
  • Data entry onto local database and excel spreadsheets.
  • Data entry onto patient computerised record.
  • Scanning documents onto our patient record system.
  • Support the Administrative staff to maintain stationery supplies and equipment stock control system for the Service.
  • Always Work within Policies and Procedures.
  • Attend relevant mandatory training.

Responsibilities

  • You will be using the telephone and computer simultaneously daily.
  • You will deal with queries via telephone, face to face and online/virtual from staff, patients and healthcare professionals. Transferring callers as appropriate and recording information timely and accurately.
  • Logging referrals from a range of sources and making, using computer systems and making and receiving calls to book appointments. Sending out letters to patients and health care professionals via post and email. Assisting in the sorting and distribution of incoming and outgoing mail.
  • Maintain accurate records of incoming and outgoing goods and services, as delegated. Distribute reports, minutes, etc as directed.
  • Be able to use other IT systems to support service development and audit.
  • Contribute to review, redesign, implementation and evaluation of administrative systems and processes. Maintain an electronic diary of room bookings. Maintain filing systems, manual and computerised and assist in the retrieval of required information/files as appropriate. Data entry onto local Data base and excel spreadsheets. Data entry onto patient computerised record. Scanning documents onto our patient record system.
  • Support the Administrative staff to maintain stationery supplies and equipment stock control system for the Service. Always work within Policies and Procedures.
  • Attend relevant mandatory training.

FAQs

What are the working hours for the Administrative Assistant position?

The working hours for the position are Monday 9am - 5pm, Wednesday 9am - 5pm, and Thursday 11.30am - 7.30pm.

Is flexibility required for this role?

Yes, the post holder must be willing to work flexibly to cover staff absence.

What skills are required for the Administrative Assistant role?

Excellent communication skills, word processing, and IT skills are required, along with competency in using a range of MS Office packages.

Will I be dealing with sensitive information in this role?

Yes, applicants will be exposed to sensitive and distressing information both written and verbal, and resilience is needed.

What types of queries will I handle as an Administrative Assistant?

You will handle queries from staff, patients, and healthcare professionals via telephone, face to face, and online/virtual platforms.

Will there be training provided for this position?

Yes, attendance at relevant mandatory training is required.

Is experience in a fast-paced office environment necessary for this role?

Yes, previous experience of working in a fast-paced office environment is required.

What administrative tasks will I be responsible for?

You will be responsible for logging referrals, making and receiving calls to book appointments, sending letters, maintaining records, and assisting in various clerical tasks.

Who can I contact for more information about this role?

For further details or informal visits, you can contact Ami Brands, Admin and Promotions Manager, at ami.brands@northumbria-healthcare.nhs.uk or by calling 0191 295 2775.

Will I need to use computers and telephones simultaneously?

Yes, you will be using both the telephone and computer simultaneously on a daily basis.

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Northumbria Healthcare NHS Foundation Trust

People Caring for People

Science & Healthcare
Industry
5001-10,000
Employees
2006
Founded Year

Mission & Purpose

Northumbria Healthcare NHS Foundation Trust provides a range of healthcare services across Northumberland and North Tyneside. Their ultimate mission is to deliver exceptional care and improve the health and well-being of the communities they serve. Their purpose is to offer high-quality, patient-centered care through their hospitals and community services, focusing on innovation, efficiency, and compassionate treatment.

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