Administration Assistant - Stafford, United Kingdom - Midlands Partnership NHS Foundation Trust

Midlands Partnership NHS Foundation Trust
Midlands Partnership NHS Foundation Trust
Verified Company
Stafford, United Kingdom

1 month ago

Tom O´Connor

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Tom O´Connor

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Description

An exciting opportunity has arisen to join the Forensic Mental Health Directorate as an Administration Assistant for Ellesmere House, which is a 12 bedded low-secure learning disability service at St Georges Hospital.

This role will also require you to support the Hatherton Centre, which is a 47 bedded medium-secure mental health unit, also based at St Georges Hospital.


The successful applicant will provide an administrative service to Ellesmere House as well as supporting the forensic wards at the Hatherton Centre and their respective Forensic Team Secretaries.

The main duties include dealing with day-to-day queries, providing a full range of office support including scanning, filing, printing, using electronic systems to support with provisions orders as well as dealing with telephone queries and message-taking.

Midlands Partnership NHS Foundation Trust is an award winning organisation with over 9000 employees.

We are one of the largest integrated Health and Social Care providers, covering services across North & South Staffordshire, Shropshire, Hampshire, Buckinghamshire, Isle of Wight and Essex.


We pride ourselves on the services provided to support with the well-being of all of our employees both physically and mentally and offer counselling support and lifestyle information.

Opportunities for flexible working are also available depending on the role.

We encourage career development provided by in house training programs and coaching support.


We are embedding values based and inclusive recruitment practices to ensure that all applicants, from any backgrounds, have an equal chance of success in achieving a role with us.

Main duties and responsibilities1. Provide administrative support to the Forensic Wards.

  • Act as the first point of contact for health professionals.
  • Move within the ward to attend patient meetings.
  • Provide a full range of office support systems including photocopying, distribution and archive filing (both hard copy and electronic), scanning and assisting other staff in the use of the Multi-Function Device (MFD).
  • Opening, sorting post and prioritising correspondence, preparing and collating documents.
  • Handle incoming and outgoing telephone calls in a polite and efficient manner. Receive and deal with telephone enquiries, referring telephone queries to a more senior colleague where appropriate. Taking accurate messages and relaying them to the appropriate person in a timely manner.
  • Logging calls with the Trust's Service Desk for IT issues, building repairs, works etc.
  • Prioritise own workload and meet deadlines in order to meet the requirements of the post.
  • Monitor central supplies/provisions and order after discussion with line manager.
  • To have proficient keyboard skills and use Microsoft Office programmes such as Word, Excel and Outlook competently.
  • Accurately maintain and keep secure patient health and staff records/systems in line with policy and standard operating procedure, to ensure data quality, confidentiality and compliance with the current Data Protection Law
  • Maintain strict confidentiality regarding information concerning patients, staff and sensitive Trust Business at all times.
  • Communicate effectively and professionally on all levels.
  • Provide flexible administrative cover as required to meet the needs of the service.
  • Be responsible for any development necessary to fulfil the requirements of the post and own personal development plan.
  • Demonstrate relevant activities to new starters.
  • To ensure the work area is kept clean and tidy and that all display areas are kept stocked with relevant and up to date information/leaflets.
  • Demonstrate the Trust's values in everything you do in the work environment.
  • Complete staff survey as required
  • To undertake other duties as may be required suitable to the banding of the post.
Systems and equipment

  • Provide a full range of office tasks including filing, photocopying, faxing and scanning.
  • Ordering supplies/provisions via e-procurement and/or other Trust systems.
Decisions and Judgements

  • To work within clear guidelines and processes but will have some limited autonomy to plan and prioritise own work.
  • Use initiative in diary management and seek advice when needed to ensure clarity around any conflicts.
  • At all times minimises risk to self by undertaking safe working practices whilst working under remote supervision.
Communication and relationships

  • Communicate and relate with a range of employees of the Trust, visitors, service users, carers, students, members of the public and other agencies with a professional and sensitive approach using a variety of communication and customer service methods - at all times maintaining professional boundaries.
  • Receive phone calls, record messages accurately, liaise with other administrative and health professionals i.e. carers, service users and GPs ensuring that suitable action is taken.
  • Maintain a high level
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