Administrative Assistant Leicester, England
Job description
An exciting opportunity within University Hospitals of Leicester!
The System Emergency Care/ Discharge Improvement Team and The Capacity and Flow Team are looking for an enthusiastic and hardworking individual to join the team as an Administration Assistant.
The successful candidate should have excellent communication skills and be able to work on their own initiative as well as being part of a team. You must also have excellent spoken and written English as the role involves a high level of communication with internal departments, clinical colleagues and external agencies.
You should have a high standard of computer skills, you should be able to produce correspondence from word; and set up excel spreadsheets. The ability to minute at meetings is an advantage.
This role will suit a people person, who has high organisational standards and good keyboard skills. In addition to effective interpersonal skills, the post holder will need to be flexible as they may be required to occasionally undertake cross site working to meet the needs of the service.
To provide an effective and efficient confidential administration support service to the System Emergency Care/Discharge Improvement team and the Capacity and Flow team. Including answering telephone enquiries, taking accurate messages and photocopying as required, diary management, arranging and preparing for improvement workshops/meetings, maintaining efficient office filing systems, to attend meetings and take minutes and initiate follow up action as required and to work as part of a team providing a high quality service to clinical staff and patients.
To facilitate cross site responsibilities in line with service demand and delivery.
To ensure the highest standards for patient and staff experience and quality are maintained
We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children’s Hospital and run one of the country’s leading heart centres.
Our team is made up of more than 17,000 staff providing a range of services primarily for the one million residents of Leicester, Leicestershire and Rutland.
We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us.
Our purpose is to provide ‘Caring at its best’ and our staff have helped us create a set of values that embody who we are and what we’re here to do. They are:
- We focus on what matters most
- We treat others how we would like to be treated
- We are passionate and creative in our work
- We do what we say we are going to do
- We are one team and we are best when we work together
About the University Hospitals of Leicester NHS Trust: (leicestershospitals.nhs.uk)
The detailed job description and main responsibilities are included as an attachment to this advert.
KEY JOB RESPONSIBILITIES/TASKS
- Provide the first point of contact for, receiving and directing staff, visitors and patient/ relative enquiries, in a courteous manner.
- To direct and redirect telephone calls in a polite friendly manner.
- To assist the team with administrative support
- Support teams with Electronic rostering duties
- To assist in the process of making appointments, meetings, room bookings for the team
- Handling the post and distribute as required
- Maintaining staff records and ensuring filing is filed in staff records and data.
- To produce correspondence on behalf of the team.
- To assist with managing the teams diary arranging appointments.
- Booking meeting rooms and preparing papers in preparation for meetings.
- To attend meetings, take minutes, and initiate follow up action as required.
- To maintain efficient office filing systems. Review update/develop as required.
- To carry out photocopying as and when required.
- Arrange minor works; liaise with estates and external contractors.
- Deal with confidential and sensitive telephone enquiries in a sympathetic but confident manner.
- To prioritise daily work in order to meet deadlines
- Monitor and order stationery stores
- All staff have duty to make effective use of resources
- Ability to work on own but within practical guidelines
- To support administrative tasks assigned by the team
- To support with data collection and collation, submission of weekly and monthly audit data as required
