Administration Assistant

NHS; Hexham; On-site; GBP 20,000 - 30,000

Job description

Cumbria, Northumberland, Tyne and Wear (CNTW) NHS Foundation Trust

Applications are invited from qualified and experienced Administration candidates to join our busy administration teams. We currently have a vacancy for a Band 2 Administration Assistant with our Community Treatment Team based within the Fairnington Centre at Hexham General Hospital.

This is a busy service and the successful post holder will be a member of the admin team supporting the multi-disciplinary clinical teams to provide a comprehensive, high-quality administrative service at all times. The post holders must facilitate excellent customer service and be confident in dealing with service users face to face as well as on the telephone.

The role will be based within the reception office, taking all incoming calls to the team, meeting and greeting those attending for appointments or meetings, dealing with day-to-day queries, scheduling appointments, handling sensitive and confidential information, updating the patient information system/medical records, processing incoming/outgoing post, paying patient travel expenses from a small float, sending appointment letters, contacting clients as required, and completing work from a shared inbox under the direction of the Administration Team Lead.

Main duties of the job

Candidates must have demonstrable experience within the last 12 months in the following areas:

• Working in a customer/patient-focused environment (both face-to-face and over the phone)
• Excellent communication and interpersonal skills
• Database input and management
• Electronic filing systems
• A strong knowledge of Microsoft Office packages and general IT skills, including proficiency in Microsoft Word, Excel, and other Office packages, including email
• Fast, accurate typing and keyboard skills
• Experience of typing letters
• Basic note-taking at meetings (or willingness to learn)
• Good verbal and written communication skills
• Ability to be self-directed, motivated, and contribute positively within a team
• Well-organised and structured
• Ability to adapt to changing tasks at short notice
• Reliable and punctual
• The post holder will be expected to demonstrate flexibility in the role
• A good understanding of the RIO (patient information) system (though not essential as training will be provided)

The post holder will also be required to demonstrate the ability to handle potentially distressing or emotionally challenging situations. Additionally, participation in all relevant training courses appropriate to the role will be expected.

You should currently meet the required qualifications as outlined in the attached Job Description and Essential Criteria of the Person Specification.

About us

We aim to attract and retain a diverse, talented and committed workforce, who are caring and compassionate, and therefore able to meet the demands of the modern NHS now and in the future. In return, we can offer a dynamic working environment in which to build a career.

Job responsibilities

Please find attached job description for full details.

We welcome your application.

Person Specification

Qualifications and Training

• Good general level of education to O-Level/GCSE or equivalent in English Language
• NVQ in Business Administration (or equivalent)
• NVQ Level 2 in Customer Care (or equivalent)

Skills and Knowledge

• Working knowledge of Microsoft applications, including Outlook, Word, Excel, and PowerPoint
• Able to input data accurately and efficiently
• Good communication and interpersonal skills, both verbal and written
• Demonstrates good Customer Care Skills
• Good working knowledge of office procedures
• Good organisational and planning skills using own initiative
• Knowledge of working in an NHS environment

Experience

• Experience of working in an administration role in a similar environment (min 1 year)
• Ability to uphold confidentiality at all times
• Able to prioritise and plan own workload
• Experience of working in an NHS/healthcare setting
• Experience using stock ordering systems, reporting systems, and petty cash
• Experience of working with paper-based and electronic filing systems

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.