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Job description

Job Title -Administration Assistant

Hours per week-37.5 hours per week

Perm/Fixed Term-Permanent

Salary-£22,383 per annum

Closing Date: 2nd August 2023

Interview Date: 11th August 2023

This post may close early due to high numbers of applications, so you are advised to apply promptly.

All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.

A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make a difference every day.

#JoinTeamEliot

To efficiently undertake basic administration and clerical duties including:

• Provide general office and administration support to the Medical Education teams.
• Photocopy, print and scan documents as requested, deal with incoming and outgoing post and carry out filing.
• Receive visitors and students to the department in a professional and courteous manner.
• Assist visitors and students by providing information and responding to routine queries.
• Make and receive telephone calls in a professional and courteous manner.
• Take clear, accurate messages and ensure these are passed on to the appropriate person.
• Input data onto electronic systems as required.
• Support the teams to maintain accurate, timely and legible records.
• Support administration duties for inductions, education sessions and accredited courses.
• Use Microsoft packages to support administration duties for example generating word documents including student feedback evaluations, power point presentations, using excel spreadsheets and email.
• Assist in the preparation and organisation of the education rooms and ensure the correct equipment and paperwork is available on a daily basis.
• Assist in the ordering and maintenance of stock supplies.
• Book rooms for events as required.
• Update department notice boards.
• Assist with examination periods by preparing all paperwork, booking taxi’s sending out volunteer letters, setting up rooms etc.

Here at George Eliot our vision to‘excel at patient care’takes centre stage. An ever evolving clinically-led acute service provider we are on a journey to continually provide high quality, safe and responsive services delivered by inspiring, friendly and compassionate employees who share our corporate values which underpin everything we do. Our values are not just words on a piece of paper, they bond us together, reflect our ambition and shape who we are:

Effective Open Communication

excellence and safety in everything we do

Challenge but support

Expect respect and dignity

Local health that inspires confidence

Benefits: On-site nursery, 27 days minimum annual leave plus bank holidays, cycle to work scheme, flexible working, on-site discounted gym, extensive in-house course learning directory, buying and selling of annual leave, subsidised restaurant, tranquillity garden and generous subsidised on-site parking.

Main duties and Responsibilities
To efficiently undertake basic administration and clerical duties including:

• Provide general office and administration support to the Medical Education teams.
• Photocopy, print and scan documents as requested, deal with incoming and outgoing post and carry out filing.
• Receive visitors and students to the department in a professional and courteous manner.
• Assist visitors and students by providing information and responding to routine queries.
• Make and receive telephone calls in a professional and courteous manner.
• Take clear, accurate messages and ensure these are passed on to the appropriate person.
• Input data onto electronic systems as required.
• Support the teams to maintain accurate, timely and legible records.
• Support administration duties for inductions, education sessions and accredited courses.
• Use Microsoft packages to support administration duties for example generating word documents including student feedback evaluations, power point presentations, using excel spreadsheets and email.
• Assist in the preparation and organisation of the education rooms and ensure the correct equipment and paperwork is available on a daily basis.
• Assist in the ordering and maintenance of stock supplies.
• Book rooms for events as required.
• Update department notice boards.
• Assist with examination periods by preparing all paperwork, booking taxi’s sending out volunteer letters, setting up rooms etc.

Communication and Relationship Skills:

• Provide excellent customer service both written and verbal in person, by telephone and email using tact, discretion and sensitivity.
• Talk to colleagues, students and visitors to the department in a courteous manner both in person and on the telephone ensuring they receive a friendly and helpful service.
• Keep accurate, complete records consistent with legislation, policies and procedures.
• Ensure confidentiality of both written and verbal information.
• Display a professional attitude at all times.
• Able to demonstrate activities to new starters.
• Very occasionally support students who are upset until support is available.

Knowledge, Training and Experience:

• Use Microsoft Office programmes for completing word documents and entering data into spreadsheets.
• Take responsibility for personal performance and own development needs.
• Seek to improve administration skills and understanding of the curriculums.
• Participate in the annual appraisal and development review process and work towards agreed objectives.
• Maintain 100% compliance with statutory and mandatory learning.
• Adhere to Trusts policies, procedures and guidelines

Analytical and Judgemental Skills:

• Use own judgement and problem solve as appropriate, referring to the appropriate person when necessary.
• Demonstrate an energetic, dynamic and positive approach to challenging situations.

Planning and Organisational Skills:

• Work within the limits of own competence and responsibility and refer issues beyond these limits to appropriate person.
• Organise own time and workload to meet deadlines.
• Attend and take part in team meetings and regular reviews with line manager.
• Be a flexible and supportive member of the team.

Physical Skills:

• Able to input data into electronic or paper based systems.
• Able to move tables, chairs and equipment in education rooms.

Effort:

• Frequently exert moderate physical effort for several short periods during a working day, such as working in an awkward position or confined space, or moving and handling heavy equipment and manikins when preparing for teaching sessions and courses.
• Frequently exert moderate mental effort. Concentration skills are required when dealing with frequent interruptions and unpredictable patterns of work.