Admin Assistant C0T275-410A0304

Admin Assistant (Band 3)

Lurgan

Temporary (3 months Initially)

The Client: Local Healthcare body based in Lurgan

The Role: Admin Assistant

JOB SUMMARY

The post holder will provide efficient and effective administrative support service to Clinical staff and their teams within the Specialist Primary Care Services.

KEY DUTIES/RESPONSIBILITIES

• Undertake admin and clerical duties including:
  • Making appointments.
  • Maintain diaries.
  • Receiving, processing and distributing incoming mail, personally dealing with routine items.
  • Establish and maintain effective filing systems within the department
  • Maintain and update data bases required within the department i.e. staff absences, training matrix, NISCC registrations
  • receiving telephone calls and taking action in accordance with procedures
  • stock control and ordering domestic cleaning supplies and toiletries on eProcurement system
  • Stock control and ordering food and kitchen supplies on eProcurement system
  • Complete submission of monthly and weekly timesheets
  • Complete weekly occupancy returns using excel
  • Weekly Petty Cash management
  • Lodgement of Cash - for service user meals using agreed system
  • Be responsible for maintaining a stock of stationary , equipment and supplies
  • Prepare staff files
  • Prepare Client Files
  • Management of files and records in line with Good Management Good Records (2015) policy & procedure including the retention and disposal schedule of information within the department.
  • Deal with adhoc enquires that come into the Department
  • Provide admin cover across the Department when required

• Participate in a formal programme of supervision with designated Line Manager.
• Participate in staff training and quality improvement initiatives.
• Contribute to the necessary collation of statistical returns and other information required on a monthly basis and when required by the Trust.
• Any other duties of a similar nature which may be assigned by the facility manager as circumstances dictate.
• Ensure that the policies and procedures of the Trust and Centre are adhered to. These include:
• Health and Safety
• Confidentiality
• Incidents and Accidents
• Commendations/Complaints
• Handling and security of money
• Fire Prevention
• Collate and distribute information within and outside the Trust, in a timely way.
• The post holder is responsible for maintaining all information in the office in a structured and accessible manner, maintaining confidentiality and accuracy in accordance with legislative needs of the organisation.
• Comply fully with Trust's policy and procedures regarding handling and lodging of monies.
• Operate relevant computerised information systems such as ordering of goods, cleaning products and reporting faults and repairs as required.
• Carry out all general clerical duties such as photocopying, faxing etc.
• Carry out any other duties as may be assigned from time to time by Line Manager.

GENERAL REQUIREMENTS

The post holder will be required to:

• Ensure the Trust's policy on equality of opportunity is promoted through his/her own actions and those of any staff for whom he/she has responsibility.
• Co-operate fully with the implementation of the Trust's Health and Safety arrangements, reporting any accidents/incidents/equipment defects to his/her manager, and maintaining a clean, uncluttered and safe environment for patients/clients, members of the public and staff.
• Adhere at all times to all Trust policies/codes of conduct, including for example:
  • Smoke Free policy
  • IT Security Policy and Code of Conduct
  • standards of attendance, appearance and behaviour
• Contribute to ensuring the highest standards of environmental cleanliness within your designated area of work.
• Co-operate fully with regard to Trust policies and procedures relating to infection prevention and control.
• All employees of the trust are legally responsible for all records held, created or used as part of their business within the Trust including patients/clients, corporate and administrative records whether paper-based or electronic and also including emails. All such records are public records and are accessible to the general public, with limited exception, under the Freedom of Information act 2000 the Environmental Information Regulations 2004 and the Data Protection Acts 1998. Employees are required to be conversant with the Trusts policy and procedures on records management and to seek advice if in doubt.
• Take responsibility for his/her own ongoing learning and development, including full participation in KSF Development Reviews/appraisals, in order to maximise his/her potential and continue to meet the demands of the post
• Represent the Trust's commitment to providing the highest possible standard of service to patients/clients and members of the public, by treating all those with whom he/she comes into contact in the course of work, in a pleasant, courteous and respectful manner.
• Understand that this post may evolve over time, and that this Job Description will therefore be subject to review in the light of changing circumstances. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

This Job Description will be subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

It is a standard condition that all Trust staff may be required to serve at any location within the Trust's area, as needs of the service demand.

Hours of work: Full Time: 37.5 hours

Requirements:

• 4 GCSE's at Grade A-C including English Language and Maths or Equivalent/higher qualification

AND

• 1 years' experience in a clerical/administrative role

OR

• 2 years' experience in a clerical/administrative role

• Experience in the use of Microsoft Office products including Word, Excel and Outlook

Other: Hold a current full driving licence which is valid for use in the UK and have access to a car on appointment. This criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by the Trust which will permit them to carry out the duties of the post.

In Return: £11.67 per hour

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