Administrative Assistant

South Tees Hospitals NHS Foundation Trust

The post holder will have the responsibility for delivering a full administrative assistance role to the management and technical team through the operation of the Medical Engineering helpdesk ensuring all support calls are logged onto the computer database.

Communicating effectively with staff, patients and external contractors to ensure that calls are dealt with efficiently and effectively to ensure customer satisfaction.

Raising purchase order requests for spare parts, consumables and services. Receipt goods and spare parts into the department, ensuring stock levels are updated on the department's database and chase any outstanding orders in a timely manner.

Manage the booking of technical training ensuring purchase orders are in place and organise travel arrangements. Update the training module to record completed training for compliance.

Main duties of the job

Provide daily administrative support to the Medical Engineering technical staff, including raising purchase order requests on the Trust's E-Procurement system.

Excellent communication skills are required when contacting maintenance providers or field service engineers to arrange service visits and dealing with visitors to the department.

Undertake diary management and take appropriate action to highlight conflicting appointments and schedules as required.

Arrange formal meetings across the Directorate, through collation and retrieval of papers, production of agendas, taking minutes of meetings, capturing relevant discussion and action points. Co-ordinate and ensure the typing and distribution of relevant papers in a timely manner.

Arrange with service providers for calibration of service test equipment when scheduled.

The Post Holder will be required to demonstrate self-motivation, be conscientious and well organised in the approach to the role.

Please note this post may close at sufficient applicants.

About us

Leadership and Improvement Training

South Tees Hospitals NHS Foundation Trust offers leadership and improvement training to all new staff. This training programme has been designed to support our staff in developing their understanding of leadership and management skills. You will be expected to attend the following training sessions:

Service Improvement for Beginners

After you complete these one and a half days of training, you will be able to explore further leadership and improvement training opportunities. We also offer a range of additional in-house courses and bitesize programmes through our Leadership and Improvement Team.

Job responsibilities

Please see the full job description and specification document(s) for main responsibilities of the role.

Person Specification

Knowledge

• Comprehensive knowledge of Microsoft Office applications, Internet and Email. Good keyboard skills.
• Ability to draft correspondence and standard operating procedures.
• Excellent communication skills with the ability to effectively communicate to all levels of staff, external company representatives, suppliers and field service engineers.
• Self-motivated, being able to work on own initiative, organise and prioritise own workload around meeting deadlines.
• Keep accurate and complete records consistent with legislation, trust policies and procedures. Ability to deal with sensitive information and to always maintain confidentiality.

Qualifications

• GCSE in Maths and English (A-C/4-9) or Functional Skills (level 2)
• Knowledge of secretarial and administrative procedures and systems, the majority of which are non-routine, acquired through training and experience to Vocational Level 3 or equivalent; plus knowledge of specialist functional/medical/legal terms, organisational policies and procedures and knowledge and experience to deal with non-routine issues such as problem solving for an area of work or developing alternative or additional procedures.

Experience

• Experience of working in a busy secretarial administration environment and dealing with telephone calls and email enquiries from people at all levels.
• Experience of ordering goods and consumables within financial responsibilities.
• Diary management and formal minute and note taking experience.

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 name

South Tees Hospitals NHS Foundation Trust

£24,625 to £25,674 a year (pro rata)