Administrator ARCC KSS B3
Job Description
Job summary
We are currently looking to appoint an enthusiastic administration assistant for our Adult Critical Care Transfer Service, Kent Surrey and Sussex (ARCC KSS). This service is hosted by the Royal Surrey County Hospital NHS Foundation Trust. The successful applicant will be working with a newly created dynamic team and will provide a comprehensive, high-quality clerical and administrative support service, working closely alongside the ARCC leadership and clinical team.
The role will be office based, although you may be required to enter a clinical area as part of your duties. The post is full time working 37.5 hours per week Monday to Friday, working patterns will be discussed at interview and can be negotiated. The successful candidate will be based at Crawley Hospital, with occasional travel to the Royal Surrey County Hospital in Guildford or to our base in Maidstone.
Candidates should have experience of undertaking a range of administrative duties and have excellent communication skills. Applicants must be proficient in a range of software programs such as Microsoft Office including Excel, Outlook, Power Point and Word.
Main duties of the job
Daily tasks include:
Providing comprehensive administrative support to the ARC KSS Team through efficient and effective secretarial and administrative duties.
Face to face and telephone contact with clinical staff
Data inputting, writing letters and emails.
Establish and maintain electronic filing systems
Arrange and take minutes or notes at meetings.
Providing other general administration duties to the support the service and team
Updating the service website with new information.
Maintaining a monthly newsletter for the service, with inputs from different team members.
About us
Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure.
We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley.
The Care Quality Commission (CQC) have given us an overall rating of Outstanding.
Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us.
Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible.
A video about the Royal Surrey - https://www.youtube.com/watch?v=R96pMboIYdo
Job responsibilities
Please refer to the full job description & person specification
Candidates should have good numerical skills, be self-motivated and able to multi-task. You will be required to work on your own initiative and demonstrate a willingness to help others as a key member of the team. You will be expected to be able to prioritise work tasks and meet deadlines to fulfil the requirements of this post. The successful applicant will possess exceptional organisational skills and will be integral to the day-to-day smooth running of the ARC KSS team, working closely with the ARC senior leadership team.
Previous experience of working in an NHS setting is an advantage but is not essential.
Key Responsibilities
To undertake where required typing which may include touch type from audio and/or copy type from written documentation which may include letters, emails, reports and any other correspondence as required
Create documents / spreadsheets / reports as required using IT Systems
Use Trust systems to input electronic data as required
To exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries
Receiving and dealing with telephone enquiries as appropriate
To maintain diaries as required
Input and look up data on Trust IT systems in accordance with Trust policy
Analyse and extract complex data sets from a number of different sources
To ensure post is opened daily and dealt with accordingly
Arrange meetings and appointments as necessary
Take minutes or notes at meetings and distribute/file these as appropriate
To assist colleagues as directed by the Supervisor/Line Manager in times of pressure of work
Co-operate in the introduction of new technology and new working practices to ensure the smooth running of the department
Photocopying, scanning and filing letters and documents as required
Analytical and Judgemental Skills / Freedom to Act
Ability to analyse and extract complex data sets from a number of different sources
Ability to make decisions and take actions within the team relating to routine enquiries, whilst receiving support and supervision
Ability to recognise situations that should be referred onto the Supervisor/Line Manager and take prompt and appropriate action
Receive and open incoming post and take action as required
Participate in regular appraisal
Planning and Organisational Skills
Excellent organisational and prioritising skills
Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales
Undertake work that has been prioritised by the Supervisor / Line Manager
Book and monitor room bookings
Arrange hospitality as requested
Coordinate and Arrange meetings including diary management to ensure availability and attendance
Person Specification
Qualifications
Essential
- Good General Education (eg. GCSE English and Maths AC) GCSE Level 9-4
- Business Administration NVQ level 3 or equivalent experience in an administrative environment
Knowledge and Experience
Essential
- Experience of dealing with the public/customer service experience
- Experience of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook)
- Experience of using IT systems
- Experience of working in healthcare
- Experience of working in a busy environment
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
Royal Surrey NHS Foundation Trust
Address
Crawley Hospital
W Green Dr
Crawley
RH11 7DH
