Apprentice Administrator - Exeter, United Kingdom - Torbay and South Devon NHS Foundation Trust

Torbay and South Devon NHS Foundation Trust
Torbay and South Devon NHS Foundation Trust
Verified Company
Exeter, United Kingdom

2 weeks ago

Tom O´Connor

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Tom O´Connor

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Description
Are looking to start your career with the NHS?

If you are passionate about supporting children and families in Devon then we would love to hear from you


Children & Family Health Devon are looking forApprenticesto join our friendly and dynamic Single Point of Access team based in Exeter.


Your learning will be via lifetime Virtual Platform:


Main duties include data input, general administrative tasks, telephone calls, greeting visitors at reception, room bookings, use of electronic systems, producing template letters, processing of incoming correspondence, scanning and photocopying.

The key skills you will learn to be successful in this role include:

  • excellent administrative skills;
- communication skills to liaise with children, young people, families and a wide range of healthcare and education professionals;
- flexibility, calmness and a positive approach;
- strong organisational skills and the ability to be flexible in line with service needs; and a thorough understanding of confidentiality issues.


We provide the Single Point of Access to a wide range of NHS services for children, young people and families in Devon & Torbay - these are interesting and meaningful roles.


  • Communication and Working Relationship Skills


Ensure that high standards of customer service are provided by communicating effectively and appropriately with service users, colleagues, managers and a range of professionals from within and outside of the organisation.

Carry out reception duties effectively including answering the telephone, taking accurate messages, greeting visitors, responding to queries.

Maintain effective working relationships with colleagues within the organisation.
Maintain the quality of own work and support direct reports and colleagues to do the same.

  • Analytical and Judgmental Skills


The post holder is required to use their personal judgement to escalate or refer issues to colleagues/managers within the guidelines provided by their line manager.

Deal effectively with routine situations without further escalation (within the guidelines provided).

  • Planning and Organisational Skills
Organise own day to day tasks and responsibilities and prioritise appropriately.

Notify line manager of any identified gaps in service provision (e.g. reception cover).

Organise meetings or other events as requested by line manager.

  • Responsibility for Patient/Client Care, Treatment and Therapy
Provide non-clinical information (within the Organisation's guidelines) to service users, colleagues and other professionals.

Responsibility for Policy and Service Development Implementation


Contribute to service development by making suggestions and expressing views about how systems and processes can be improved, and with the agreement of the Locality Business Support Manager, put these into effect.

Report suggestions made by service users and visitors to line manager.
Participate in service development projects/initiatives as requested by line manager.

  • Responsibility for Finance, Equipment and Other Resources
Monitor and order stationery and office/clinical supplies (expenditure to be authorised by line manager or Business Support Manager).


Carry out duties in relation to the administration of petty cash on site (eg refunds of travel expenses to service users) in line with the organisation's policies and procedures.


  • Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management
Attend statutory and mandatory training as required.

Maintain a high standard of personal development.

Participate and contribute to supervision sessions with line manager.

Attend and contribute to team meetings.

Support new and existing colleagues as directed by line manager.

Responsibility for Information Resources and Administrative Duties

Accurate data input to key IT systems and databases.

This will include scanning and attaching documents, creating patient records, updating personal information relating to service users, generating standard letters and discharging cases.

Ensure paper and/or electronic systems and kept up to date and accurate.

Typing for practitioners, including audio typing if required.

Maintenance of filing systems including keeping filing accurate, up to date, archiving and adhering to file retention policies.

Photocopying and scanning.

Processing incoming and outgoing mail.

Operate and maintain a range of statutory, regulatory and corporate business processes and systems as required.

  • Responsibility for Research and Development
Participate in audits relating to service area or own work as directed by line manager.

Support feedback from service users by complying with the organisation's requirements (eg Friends & Family Test).


Contribute to the improvement of quality in own service area by reporting and resolving issues and making suggestions for improvement to the Locality Business Support Manager.


  • Freedom to Act
Adhere to the organisation's policies and procedur
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