Band 3 Clinical Services Administrator - Swindon

Job overview

Please note - this vacancy is not eligible for a sponsorship.

To provide comprehensive administration and secretarial support to multidisciplinary teams, wards or departments including named medical staff, junior medical staff and the system-wide multi-disciplinary team.

This will include being the first point of contact for that team, ward or department and could involve duties such as meeting and greeting visitors, receiving initial enquiries and directing telephone calls.

There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills.

They will possess excellent working knowledge of all Microsoft Office systems including Word and Excel.

The post holder will be able to work to high standards and will be required to take personal details from people and upload onto the electronic patient record system (RiO).

The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes.

They will need to be able to work within a team effectively and share work streams where appropriate.

The post holder will be key in maintaining diaries and arranging meetings, taking formal minutes and keeping appropriate records on the most up to date templates. Their work is managed rather than supervised and they are accountable for their own actions – manager is available for reference but generally, they will manage their own workload.

Main duties of the job

This is an office based role in Swindon, Wiltshire.

1. Liaise with a wide range of stakeholders.
2. Utilise strong written and verbal communication skills.
3. Handle sensitive information appropriately.
4. Compassionately manage contact with distressed service users.
5. Exercise judgement when dealing with enquiries and escalate where necessary.
6. Arrange meetings and appointments and negotiate diary conflicts.
7. Input accurate and up to date patient data onto the RiO system.
8. Maintain efficient and effective filing systems.
9. Take and distribute formal minutes as necessary.
10. Perform clerical duties, including photocopying and scanning.
11. Provide cover for colleagues when and where necessary.
12. Manage own workload and prioritise conflicting demands.
13. Provide supervision to support administrators or apprentice posts as required.
14. Other tasks which are commensurate with the broad purpose and banding of the post.