Msk Administration Assistant - Norwich, United Kingdom - Norfolk Community Health and Care NHS Trust

Norfolk Community Health and Care NHS Trust

Verified Company

Norwich, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

To provide a comprehensive, pro-active secretarial and administrative support ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard.

To work collaboratively across Musculoskeletal services and teams, managing workload and responsibilities, using own initiative.

Contributing to the smooth running of the Musculoskeletal services supporting the Service Manager, Clinical Managers and staff; working closely with other colleagues both administrative and clinical.

Daily use of Microsoft Outlook, Word, Teams, Excel and SystmOne
Follow internal processes
To handle telephone calls into the service from members of the public and health professionals
Inputting onto various databases and system
To build working relationships with the clinical and service leads
Attend and service meetings
Good benefits package including a minimum 27 days annual leave, plus Bank Holidays, increasing after 5 years and 10 years to a maximum of 33 days
Opportunity to join the NHS pension scheme.
Wellbeing support (gyms, free eyesight test, cycle to work scheme, wellbeing resources)
Free parking at most sites
Supportive positive culture that is Well-Led with regular supervision
Comprehensive in house and external training programmes available
NHS discounts and many more

To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload), which will include:

Using a range of software programmes and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which may include medical terminology and deal with matters of a complex and/or distressing nature.
Assist Managers in the HR and recruitment process for new starters and prepare relevant paperwork for Managers to authorise changes to current staff's circumstances. Be point of contact for staff to provide information on Trust's processes (i.e. HR, Mileage claims and answer general enquiries to assist staff, especially new starters).
Dealing appropriately with all telephone enquiries as well as face to face patient contact, which may on occasion be upsetting.
Using a range of software programmes and audiotyping to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations. This may include regularly dealing with matters of a complex and/or distressing nature.
Understanding of a range of work procedures and practices, some of which are nonroutine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience.
Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept uptodate and filing is carried out in a timely manner.
Opening, datestamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner.
Researching appropriate websites, downloading and circulating documents, as requested.
Where required, work as a team with a group of staff on a daily basis.
Identify and report areas within working processes and procedures that could improve service delivery.
To maintain schedules, ledgers, rosters and diaries, organise service meetings and clinics, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring notes are ready for clinics, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes at meeting.
To work closely with Managers, Performance and Information Team, Clinical Systems Analysts and Clinical Systems Champions
To communicate professionally and effectively with colleagues, stakeholders and service users at all levels, providing clear information and guidance, exercising tact and judgement in dealing with and resolving enquiries, taking accurate messages and ensuring these are actioned and/or passed to the relevant person in a timely manner.
To provide and receive contentious or sensitive information about difficult or complex matters and to respect confidentiality at all times
Exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner
To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning/authorising and receipting goods and services on the NHS procurement system, Powergate, and carrying out research into goods and services as directed.
Inputting onto various databases and systems, e.g. SystmOne, PAS, Onpos, Powergate and designated s