Administration Assistant

Job description

Detailed job description and main responsibilities

The post holder will work as an integral member of the team, providing comprehensive administrative and clerical support to the Haematology Outreach Department. Responsibilities include ensuring smooth day-to-day operations, managing correspondence, maintaining accurate records, and assisting clinical staff with documentation and other administrative tasks. Additionally, the post holder may be required to cover reception and clinic preparation duties in the Outpatient Reception during periods of annual leave or staff sickness, ensuring continuity of service. The successful candidate will be an enthusiastic and conscientious team player, able to multitask effectively in a busy environment. Strong written and verbal communication skills are essential, along with basic computer and keyboard proficiency and a willingness to train on departmental systems. The post holder must demonstrate a clear understanding of confidentiality, be reliable, well-motivated, and committed to supporting both the team and the department's objectives

Person specification

Physical Skills

Essential criteria

• Ability to use a computer, telephone, and other office equipment effectively for extended periods.
• Ability to sit, stand, and move between work areas throughout the working day as required.
• Ability to handle and process paperwork, files, and clinic documentation accurately.

Other Requirements

Essential criteria

• To be able to work over both campus if needed.

Commitment to Trust Values and Behaviours

Essential criteria

• Must be able to demonstrate behaviours consistent with the Trust's "We are here for you" behavioural standards.

Training& Qualifications

Essential criteria

• A to C grade GCSE's or equivalent including English and Maths.
• ICT Qualification

Desirable criteria

• Qualification in administration, customer service,

Experience

Essential criteria

• Recent experience in an administration / clerical role.
• Experience in using Microsoft Word, Excel, Outlook

Desirable criteria

• Previous experience in similar role in the NHS/ healthcare setting.
• Previous experience in customer service.

Communication and Relationship Skills

Essential criteria

• Ability to communicate clearly and professionally, both verbally and in writing.
• Ability to interact effectively with colleagues, patients, and external contacts in a polite and respectful manner.
• Ability to listen carefully, understand requests, and respond appropriately or escalate where necessary
• Ability to work effectively as part of a team, sharing information accurately and clearly.

Desirable criteria

• Experience of communicating with a wide range of people in an administrative or office-based environment
• Experience of dealing with enquiries by telephone, email, and face-to-face in a busy setting.

Analytical and Judgement Skills

Essential criteria

• Ability to use own judgement to prioritise tasks and manage competing demands in a busy reception environment.
• Ability to accurately check, verify, and update patient information on electronic systems.
• Ability to identify and resolve straightforward issues independently, escalating more complex problems appropriately
• Ability to follow established procedures and apply them consistently.

Desirable criteria

• Experience of using initiative to solve routine problems without direct supervision.

Planning and Organisation Skills

Essential criteria

• Ability to organise and prioritise own workload effectively to meet deadlines.
• Ability to manage multiple tasks simultaneously in a busy administrative environment.
• Ability to respond flexibly to changing priorities and service demands.
• Ability to support the smooth running of daily administrative operations.

Desirable criteria

• Experience of planning and coordinating administrative tasks within an office or healthcare setting

Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at the NUH we will endeavour to turn your job into a career!

We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.

Applicants are kindly requested to refrain from using AI at any stage during the recruitment process.

Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.

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