Administrative Assistant Stoke-on-Trent, England
Job description
An exciting opportunity has arisen within the Spiritual, Pastoral and Religious Care -Chaplaincy department for an enthusiastic and efficient individual to join the team as an administrative assistant on 15.5 hours permanent contract with the possibility of the hours being extended for the right candidate. This post offers an excellent opportunity for individuals wishing to use a wide range of administration tasks along with public 'customer' service skills. This role is team based and also involves working independently.
We are looking for individuals who have excellent communication skills, who are hardworking and have experience of working within a team.
This is an environment where multi-tasking and attention to detail are essential. Telephone / ICT skills are essential. Flexibility, reliability and commitment is essential.
The post-holder will answer telephone enquiries, process referrals and assist in the co-ordination of the work within the Spiritual, Pastoral and Religious Care department (SPaRC) . They are expected to support with the general admin duties including minute taking, preparing and inputting data for processing; requisitions, payroll, statistics, maintaining records and controlling stock. Under supervision the post holder will also be expected to assist with some aspects of non-direct patient care and support with Chaplaincy-SPaRC volunteer administration and training programmes.
Competent computer skills are essential, a cheerful, flexible approach to the workload is necessary. This is a busy role.
University Hospitals of North Midlands NHS Trust is one of the largest and most modern in the country. Based across two sites, Royal Stoke in Stoke-on-Trent and County Hospital in Stafford, we are proud to serve around three million people and we're highly regarded for our facilities, teaching and research. We are the specialist centre for major trauma for the North Midlands and North Wales.
All of our employees make a valuable contribution regardless of role here at UHNM and we are proud of our wide range of development packages aimed at ensuring that everyone has the opportunity to fulfil their true potential.
UHNM create and encourage a culture of inclusion, providing equal opportunities for career development that are fair and transparent. We are committed to being a diverse and inclusive employer and foster a culture in which all staff feel valued and respected. In return we ask all of our employees to make a commitment to the values, co-created by or staff, patients and carers, and that unite us as a Trust.
At University Hospitals of North Midlands NHS Trust we know that investing in, supporting and developing our staff has a direct impact on the quality of care that we deliver. Our employees are as important as our patients and the population that we serve.
The successful applicant will:
- Act as a role model in all episodes of interaction with Trust staff, patient, their carers and members of the public
- Exchange sensitive, complex and emotive verbal and written information with patients, staff and carers which requires tact and diplomacy
- Demonstrate excellent telephone manner• Be Competent in IT Systems / processes including Microsoft Office Package; word processing; spread sheet software and management of databases.
- Perform a range of general office duties: filing, storage of information, photocopying, and e-mail transmission, preparing and inputting data for processing; requisitions, payroll, statistics, reports, updating and maintaining accurate records and controlling stock
- Have knowledge of patient administration and other related systems
- Manage their own diary, prioritizing their own workload in order to meet the demands of the needs of own service as well as those of departments/ wards, often working under pressure in a busy office environment
- Exercise judgement when dealing with queries and escalating these in a timely manner
- Take minutes of meetings
- Have the ability to work independently and as part of the team
- Ensure incoming and outgoing correspondence is dealt with in a timely manner
- Seek support and guidance from the team as required
- Support the team with the chaplaincy volunteer administration and associated training
- Under supervision of a nominated Chaplain assist with some non-direct aspects of patient care (e.g patient experience/ information)
- Respect patient privacy and dignity at all times
- Utilise empathic and reassurance skills in order to provide information and advice to patients and those important to them regarding end of life care
- Follow departmental policies and procedures in order to continually improve service delivery
- Be involved with the timely resolution of verbal complaints in line with the Trust’s Policy and Procedure for the Handling of Complaints
- Complete relevant patient documentation under the supervision of a nominated chaplain
- Use office equipment efficiently
- Be involved in the induction of new starters
- Ensure their own work is of a high standard
- Take part in surveys e.g. patient/staff feedback surveys as required
- Be able to cope with interruptions whilst in periods of concentration
- Work with patients and carers at end of life, and with other health care professionals in an area which is emotionally
- Act as first point of contact for distressed staff members, relatives or members of the public who contact the Chaplaincy-SPaRC team at UHNM
- Occasionally be expected to visit clinical areas
