Admin Assistant

Job description

Job summary

To provide a comprehensive and efficient administration support to the team including handling correspondence and dealing with telephone enquiries.

Liaison with other directorates, agencies and staff at all levels both internally and externally.

Ensure that all documents and correspondence are dealt with correctly being uploaded into the electronic patient record system.

Recording attendance at out-patient appointments by service users on the electronic patient record system.

To be responsible for processing and sending out-patient appointment letters once typed and approved with a variety of self-help information when advised to do so.

Open and process incoming and outgoing mail (including emails) for the team.

Ensure all information is handled in a confidential manner in line with relevant policies.

Organisation of non-urgent patient transport for service users when requested

Photocopying, faxing and filing as required.

Maintaining stationery supplies and requesting items to be ordered timely by supervisors.

Provision of cover for other members of the administration team.

Any other administrative tasks appropriate for the grade.

Main duties of the job

Assist with all administrative tasks required for the role, including monitoring the admin inbox, covering colleagues breaks, covering reception and telephones.

Assisting clinical colleagues with administrative tasks

About us

All staff are required to abide by the standards of behaviour expected by their professional body and the standards of behaviour expected of all staff in the Trust disciplinary policy and procedure.

All staff are required to adhere to all Trust policies and procedures and are responsible for making themselves aware of these policies and procedures. All staff are required to treat information relating to patient, employees and business of the Trust in the strictest confidence. Under no circumstances should such information be discussed with any unauthorised person(s) or organisations. At all times employees are required to comply with the provisions of the Data Protection Act.

All staff are required to maintain their own awareness of, and comply with, policies and procedures relating to Health and Safety (whether statutory or Trust), and assist in ensuring the compliance of other staff.

Job description

Job responsibilities

Secretarial duties: Assisting with appointment letters/discharge letters, Taking minutes for MDT and professional meetings.

Reception duties: Provide reception duties, meet and greet visitors and patients, taking accurate messages and providing follow up actions.

Telephone duties: on rotation answering incoming calls to St Mary's House, taking accurate messages and actioning and requests.

Job description
Job responsibilities

Secretarial duties: Assisting with appointment letters/discharge letters, Taking minutes for MDT and professional meetings.

Reception duties: Provide reception duties, meet and greet visitors and patients, taking accurate messages and providing follow up actions.

Telephone duties: on rotation answering incoming calls to St Mary's House, taking accurate messages and actioning and requests.

Person Specification

Qualifications

Essential

• GCSE or equivalent at Grade C or above to include English and Maths

Knowledge/Experience

Essential

• Proven experience of a range of administration and secretarial procedures.
• Experience of producing documents to a high standard of presentation and accuracy
• Experience of generating own correspondence
• Experience of maintaining office systems
• Experience of working as part of a team

Person Specification
Qualifications

Essential

• GCSE or equivalent at Grade C or above to include English and Maths

Knowledge/Experience

Essential

• Proven experience of a range of administration and secretarial procedures.
• Experience of producing documents to a high standard of presentation and accuracy
• Experience of generating own correspondence
• Experience of maintaining office systems
• Experience of working as part of a team

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Sussex Partnership NHS Foundation Trust
Address

St Mary's House

52 St Leonards Road

Eastbourne

BN21 3UU

United Kingdom

Employer's website