Administration Clerk

Job responsibilities

• To manage and prioritise workload effectively and be able to work unsupervised using own initiative.
• To receive incoming telephone calls and correspondence, and deal with queries at source as applicable. To take accurate messages and direct to the appropriate recipient in a timely manner.
• Manage complex and sensitive enquiries, including complaints, with tact, sensitivity and empathy, taking appropriate action.
• To generate a range of documentation including newsletter, emails, letters and reports to a professional standard.
• Day to day office management such as booking patient appointments, supporting staff queries, administrative duties to include typing, photocopying, scanning. To actively deal with queries, which may include gaining responses from others/requests for information.
• To support service data collection by developing spreadsheets and databases to collect, collate and present information in appropriate formats as required.
• To assist in the maintenance of office filing systems ensuring all documents are accurately and appropriately archived.
• To be proficient and experienced with various IT systems, including Internet, Microsoft Programmes to include excel and with the skills and willingness to train on other IT programmes including Electronic Patient Record systems.
• To participate in the introduction of new procedures, policies or technology.
• Responsible for ordering and maintaining stock control of equipment and stationery and using electronic ordering systems.
• To coordinate arrangements and preparation for events, meetings, training and the calibration of clinical equipment on behalf of the service.
• To be aware of, and adhere to local, Trust and National guidelines and policies and comply with all training as required.
• The post-holder will participate in and service improvement at a department or service wide level.
• Participate in coordinating audits and risk assessments and supporting with actioning outcomes as required.
• To ensure that confidentiality is adhered to across all aspects of the role to include patient and staff records access and information shared within office setting and at meetings.
• To always maintain sensitivity when dealing with private and personal situations/information relating to both staff and patients.To ensure that all matters of importance are brought to the immediate attention of relevant team member available, service lead and senior team.
• To demonstrate continuous development of own knowledge and competence.
• To always act to promote the professional image of the Trust and to demonstrate Trust Values.
• Undertaking any reasonable management requests via the management team.

For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached.

Person Specification

Experience and Knowledge

Essential

• Previous experience involving direct contact with general public
• Previous experience working in a team and work to own initiative
• Experience of Microsoft packages inc. Word, Excel, data bases and other electronic systems
• Ability to prioritise, organise tasks and work well under pressure

Desirable

• Experience of data collection and reporting

Qualification(s) and Professional Training

Essential

• English and Maths - 4/C
• NVQ level 3 in appropriate area, or equivalent in experience

Skills and Abilities

Essential

• Excellent interpersonal skills and be able to communicate effectively, verbally, typed and in writing
• Good Computer/keyboard skills
• Willing and able to learn new skills
• Demonstrate the importance of maintaining confidentiality
• Must be able to demonstrate an understanding of equal opportunities and anti- discriminatory practice in the workplace
• Ability to work calmly and confidently under pressure and manage frequent interruptions
• Ability to problem solve

Desirable

• Good audio typing skills

Personal Qualities

Essential

• Must be caring, compassionate, effective, and trustworthy
• To follow the Trusts values of EXCEL and COMPACT
• Motivated and enthusiastic

Other

Essential

• Commitment to personal development and service improvement

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

George Eliot Hospital NHS Trust

Address

George Eliot Hospital NHS Trust

College Street

Nuneaton, Warwickshire

CV10 7DJ

Employer's website

http://www.geh.nhs.uk/ (Opens in a new tab)