Administrative Assistant

Administrator (Band 2/3/4)

Lisburn

Temporary

The Client: Local Healthcare body based in the Lisburn Area

The Role: Administrator/Administrative Assistant

JOB SUMMARY

THIS IS A WAITING LIST FOR THE LISBURN AREA - BE ADVISED YOU WILL BE CONTACTED WHEN A ROLE BECOMES AVAILABLE.

The post-holder will be required to provide an efficient and effective administrative support service ensuring the smooth running of their department within the South Eastern Trust.

The post holder will be:

• The first point of contact for members of the public making enquiries both in person and by telephone.
• Responsible for coordinating appointments.
• Responsible for the ongoing maintenance of a robust filing system.

KEY DUTIES/RESPONSIBILITIES

The post-holder will be required to carry out a range of duties which may include the following:-

Operational Delivery

• Deal professionally with telephone/face to face enquiries from staff within the Trust, those outside the Trust and members of the public, in accordance with laid down protocols, referring to more senior staff when necessary.
• Daily use of information systems. Maintaining accuracy and compliance with all information systems under the direction of their line manager.
• To receive referrals via telephone or electronically and triage same.
• To co-ordinate and process a range of correspondence in accordance with agreed procedures within area of responsibility.
• To ensure that work for which responsible is processed in a timely manner in accordance with agreed performance standards and that any derogation is brought to the attention of a senior officer.
• To prioritise workload in accordance with expected outcomes.
• Continually strive to improve quality, standards and procedures within area of responsibility contributing to the ongoing desire to improve delivery of services.
• Attend team meetings and follow up on actions required.
• Escalate appropriate issues as required, to contribute to the efficiency of the service
• Adhering to good customer care principles.
• Carrying out preliminary checks on referrals received; logging referrals onto PAS and ensure all details are recorded on relevant information system.
• Providing Waiting List PAS on an ad hoc basis as required.
• Receiving, date stamping and distributing incoming mail in accordance with the Service's procedures.
• Undertake general office duties e.g. emails, scanning, filing, photocopying, word processing of documents. Maintaining accurate and accessible filing systems including closed records.
• Assist in the collation of statistics on a regular and ad hoc basis; producing tables and presentation of information as using a range of online products including excel, PowerPoint, charts.
• Using EProcurement ordering system to maintain adequate stationery levels; raise stock non stock requisitions for any items required
• Provide training and support as required to new staff under the direction of the line manager.
• Undertake any other ad hoc administrative and clerical duties as may be required by the Line Manager from time to time.

Key Working Relationships

• Establish, maintain and develop close working relationships with managers and staff at all levels throughout the Trust and to interact effectively with members of the public as required.

GENERAL REQUIREMENTS

The post holder will be required to:

• Assist the organisation in fulfilling its statutory duties under Section 75 of the Northern Ireland Act 1998 to promote equality of opportunity and good relations and under the Disability Discrimination (Northern Ireland) Order 2006. Staff are also required to support the organisation in complying with its obligations under Human Rights Legislation.
• Ensure the Organisation'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 Organisation'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.
• Take responsibility to minimise the Trust's environmental impact wherever possible. This will include recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel.
• All employees of the Organisation are legally responsible for all records held, created or used as part of their business within the [org name] 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 exceptions, under the Freedom of Information act 2000 the Environmental Information Regulations 2004, the General Data Protection Regulations (GDPR) and the Data Protection Act 2018. Employees are required to be conversant with the Trust policy and procedures on records management and to seek advice if in doubt.
• Take responsibility for his/her own ongoing learning and development, in order to maximise his/her potential and continue to meet the demands of the post.
• Represent The Organisation'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.

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/Part-time: 20 hours - 37.5 hours

Requirements:

• 4 GCSE's at Grade A-C including English Language 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: Pay rates can vary per post. Please enquire about the pay rates upon application.

Why use Staffline? This may not matter to you when you're looking for a new opportunity, but we just wanted to tell you a little bit about Staffline. We know that finding the right job can be challenging and we have the tools and resources to help you succeed. An established recruitment agency since 1983, we offer permanent and temporary job solutions to lots of different clients in multiple industry sectors in Northern Ireland and Republic of Ireland. For further information please apply with your up to date CV by clicking the button.