The Single Point of Access (SPA) Team at Capital Court in Exeter have a vacancy for a permanent full time Administrator to join our friendly and dynamic team.
You will be part of the team providing business support to clinicians for children and families across Devon.
Main duties include data input, general administrative tasks, telephone calls, greeting visitors at reception, room bookings, use of electronic systems, producing template letters, processing of incoming correspondence, scanning and photocopying.
The key skills you will need to be successful in this role include:
– excellent administrative skills;
– communication skills to liaise with children, young people, families and a wide range of healthcare and education professionals;
– flexibility, calmness and a positive approach;
– strong organisational skills and the ability to be flexible in line with service needs; and a thorough understanding of confidentiality issues.
We provide the Single Point of Access to a wide range of NHS services for children, young people and families in Devon & Torbay – these are interesting and meaningful roles.
Full training will be provided in this friendly team.
The Government has formally announced that it intends to introduce regulations that will require most healthcare workers to be fully vaccinated (1st and 2nd dose) against COVID-19 by 1st April 2022. To achieve this the successful applicant must have had their 1stCOVID-19 vaccination by 3rd February 2022. Therefore, full COVID-19 vaccination will be a condition of employment unless an individual is medically exempt. We will ask for proof of vaccination or exemption during the recruitment process.
Detailed job description and main responsibilities
– Communication and Working Relationship Skills
Ensure that high standards of customer service are provided by communicating effectively and appropriately with service users, colleagues, managers and a range of professionals from within and outside of the organisation.
Carry out reception duties effectively including answering the telephone, taking accurate messages, greeting visitors, responding to queries.
Maintain effective working relationships with colleagues within the organisation.
Maintain the quality of own work and support direct reports and colleagues to do the same.
– Analytical and Judgmental Skills
The post holder is required to use their personal judgement to escalate or refer issues to colleagues/managers within the guidelines provided by their line manager.
Deal effectively with routine situations without further escalation (within the guidelines provided).
– Planning and Organisational Skills
Organise own day to day tasks and responsibilities and prioritise appropriately.
Notify line manager of any identified gaps in service provision (e.g. reception cover).
Organise meetings or other events as requested by line manager.
– Responsibility for Patient/Client Care, Treatment and Therapy
Provide non-clinical information (within the Organisation’s guidelines) to service users, colleagues and other professionals.
Responsibility for Policy and Service Development Implementation
Contribute to service development by making suggestions and expressing views about how systems and processes can be improved, and with the agreement of the Locality Business Support Manager, put these into effect.
Report suggestions made by service users and visitors to line manager.
Participate in service development projects/initiatives as requested by line manager.
– Responsibility for Finance, Equipment and Other Resources
Monitor and order stationery and office/clinical supplies (expenditure to be authorised by line manager or Business Support Manager).
Carry out duties in relation to the administration of petty cash on site (eg refunds of travel expenses to service users) in line with the organisation’s policies and procedures.
– Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management
Attend statutory and mandatory training as required.
Maintain a high standard of personal development.
Participate and contribute to supervision sessions with line manager.
Attend and contribute to team meetings.
Support new and existing colleagues as directed by line manager.
Responsibility for Information Resources and Administrative Duties
Accurate data input to key IT systems and databases. This will include scanning and attaching documents, creating patient records, updating personal information relating to service users, generating standard letters and discharging cases.
Ensure paper and/or electronic systems and kept up to date and accurate.
Typing for practitioners, including audio typing if required.
Maintenance of filing systems including keeping filing accurate, up to date, archiving and adhering to file retention policies.
Photocopying and scanning.
Processing incoming and outgoing mail.
Operate and maintain a range of statutory, regulatory and corporate business processes and systems as required.
– Responsibility for Research and Development
Participate in audits relating to service area or own work as directed by line manager.
Support feedback from service users by complying with the organisation’s requirements (eg Friends & Family Test).
Contribute to the improvement of quality in own service area by reporting and resolving issues and making suggestions for improvement to the Locality Business Support Manager.
– Freedom to Act
Adhere to the organisation’s policies and procedures.
Carry out duties within the guidelines provided by line manager.
Prioritise own workload on a day to day basis.
Deal with routine matters within the guidelines provided by line manager and escalate non routine issues to colleagues/managers as appropriate.
– Any Other Specific Tasks Required
Act in ways which support and promote equality, and value diversity in own work.
Challenge bias, prejudice and intolerance if appropriate.
The post holder is required to work flexibly and provide cover for other Business Support colleagues as required to ensure that service priorities and workloads are maintained.
The post holder is required to undertake any additional duties as delegated by their line manager or Business Support Manager.
Julie Choules, Business Support Manager by email to Julie.email@example.com or telephone 07971247131.
For further information and to apply please visit the NHS website https://www.jobs.nhs.uk/.
Job Ref: 388-3735823-A&C
- Work Location
- Work Postcode
- Occupational Group
Administrative, Secretarial & Office Support
- Salary Details
£18,546 - £19,918 per annum
- Job Term
- Appointment Type
- Closing Date
- DBS Check Required