Band 3 Single Point of Access Administrative Assistant

Job description

Detailed job description and main responsibilities

Handling and inputting referrals into RIO / managing clinical diary

Working on own initiative without supervision to plan daily workload.

Be a point of contact for personal or telephone callers to the centre, taking messages, details of referrals and redirecting calls where necessary.

Ensure all messages are accurately recorded.

Exercise tact, diplomacy, empathy and patience when dealing with patients, carers and family who are distressed, emotional or bereaved daily. Use Customer Care skills when dealing with callers who may be verbally abusive.

Be responsible for incoming/outgoing post on a day-to-day basis, including confidential material, redirecting where necessary.

Arrange and provide administrative support to meetings, including assisting with preparation of papers and taking minutes of meetings and transcribing as required. Contribute to these meetings where appropriate.

To use NHS computer systems including Rio and to input data onto Rio as required.

To operate the VOIP telephony system.

To ensure that the confidentiality of personal information remains secure and that the Terms of the Data Protection Act are met in respect of personal information held within the Primary Care Trust computer systems and manual systems.

Assist with the general upkeep and tidiness of the office, for example updating and maintaining the notice boards ensuring out of date information is removed and current information is displayed.

To undertake the provision of photocopying service, receive and send faxes for the department.

To ensure administrative policies and procedures are reviewed regularly with changes suggested and embedded in practice.
• To maintain a working knowledge of the Trust Services and where they can be accessed.

Person specification

Qualifications training

Essential criteria

• GCSE English and Maths or equivalent

Desirable criteria

• NVQ 3 in Business Administration or equivalent experience

Experience

Essential criteria

• Relevant office/admin experience
• Good working knowledge of Microsoft Office

Personal qualities

Essential criteria

• Excellent interpersonal communication skills
• Commitment to effective team working

Skills/knowledge

Essential criteria

• Proficient in Microsoft Office functions
• Ability to communicate at all levels
• Demonstrate a high level of accuracy
• Demonstrate an ability to work on own initiative
• Ability to develop and maintain effective office systems
• Ability to present accurate reports
• Good telephone manner
• Ability to use initiative to resolve basic problems

Desirable criteria

• Knowledge of the patient Record systems

Other job requirements

Essential criteria

• Ability to be flexible with approach to work
• Ability to work as part of a team

UK Home Office Visa Sponsorship requirements

In accordance with UK Home Office requirements, Band 2 clinical and non-clinical roles and Band 3 Non-Clinical roles are not eligible for sponsorship.

Please note that the majority of non-clinical roles (Agenda for Change Band 3 - 6) with the exception of those which appear on this list -