Divisional Administration Assistant

Job description

Mid and South Essex NHS Foundation Trust is the only acute hospital provider in the Mid and South Essex Integrated Care System (ICS), which is a system of health and care partners working together for our local population.

Within Mid and South Essex there are 149 GP practices, operating from over 200 sites, forming 27 Primary Care Networks and one Ambulance Trust. There are also three main community and mental health service providers who work together through a community collaborative.

We collaborate with other valuable partners, including three Healthwatch organisations, nine voluntary and community sector organisations and three top tier local authorities, with seven district, borough and city councils, as well as our local universities.

Job overview

The post holder is required to provide comprehensive administrative service to the STACC SLT, including a full range of personal assistant duties to the Deputy Director or Op, Deputy Director or Nursing and, Clinical Lead, and departmental multidisciplinary team (inc. medical, nursing, and allied healthcare professionals). All tasks undertaken will be completed to a high standard, enabling the effective achievement of operational and managerial duties and will contribute towards the smooth running and development of STACC services.

The post-holder will be required to work cohesively across Basildon STACC, including providing remote cross-site support to ensure a consistent and effective administration service is maintained.

Main duties of the job

Provide administrative support to the Basildon STACC multidisciplinary team.

Act as first point of contact, dealing with enquiries made by telephone, in writing or in person.

Promptly deal with communications and respond to requests on behalf of the service, using judgement and initiative based on experience to be able to prioritise against existing commitments.

Be responsible for the administrative preparation of agendas and papers for meetings, taking and typing up minutes as required.

Deal with incoming correspondence, and using judgement and initiative based on experience, compose and type responses to routine correspondence matters on behalf of the service.

Communicate with both internal and external partners and with clinical and non-clinical staff / individuals.

Relay information in a sensitive manner between professionals, external agencies, and clinical staff.

Promote good customer relations and public image of the service.

Communicate complex and sensitive information with a level of understanding and application of confidentiality procedures between the multidisciplinary team and external agencies.

Maintain staff and patient communication boards ensuring content is relevant for the service and its users.

Ensure that voicemail messages and other communications are dealt with promptly to ensure callers always receive responses to queries without delay and that during office hours callers can contact the team.

Working for our organisation

Our ambition is to deliver excellent local and specialist services, to improve the health and well being of our patients, and provide a vibrant place for staff to develop, innovate and build careers.

We aim to make the most of our skills and experiences so we can become the best we can be. As one organisation we will recruit the finest and retain more specialist staff due to more employment opportunities across our Trust.

Detailed job description and main responsibilities

For full details about this varied and rewarding role, please see attached job description.

We look forward to your application.

Please be aware that we reserve the right to close this vacancy early if we receive a suitable number of applications.

Unfortunately, there is no Visa Sponsorship available for this role. Whilst we are able to employ candidates on a graduate Visa, we are unable to offer sponsorship once the graduate visa expires. - for some roles - i.e. roles for band 2 to 4, inclusive.

Person specification

N/A

Essential criteria

• 5 GCSEs, including Maths and English at grade C or above, or equivalent

Desirable criteria

• Administrative experience within a clinical environment inc. working knowledge of EPR systems

N/A

Essential criteria

• Demonstrable knowledge of Microsoft software (Outlook, Word, Excel, PowerPoint)

Desirable criteria

• NVQ level 3 in administration or equivalent

Please be aware as per the new Immigration guidelines we cannot sponsor candidates with a salary (full time or pro Rata) under the current minimum threshold.

Please note, the selection processes at Mid and South Essex NHS Foundation Trust are in place to ensure we recruit candidates with the right skills and values, please be advised that the use of AI in applications are monitored. We remain vigilant against candidates who misuse these tools to generate an application that doesn't accurately reflect their skills, and you will be required to declare on your application if AI has been used before submitting your application.

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