Band 3 Administration Assistant

• Word Processing and Audio Typing as required.
• Open and distribute internal mail and actioning urgent mail.

• To plan, co-ordinate and service meetings as required.
• Processing daily sick leave for Nursing or Social Work staff and liaising with Ward Managers and/or Team leads and Senior Social Workers

• Liaise on a daily basis with internal and external bodies to the Trust including patients and carers.

• Maintaining relevant filing systems both electronic and manual.

• Use and maintenance of IT systems including E-Procurement, HRPTS and paris/PAS.

• To ensure that telephone calls are handled in a courteous / pleasant manner in line with Trust policies and Trust values and messages distributed appropriately.

• Preparation of statistical information.

• Maintaining staff personal files.

• Office duties including photocopying, ordering stock and reporting faults.
• Collating and distribution of ward rotas, weekly and when required.

• Preparation of project work reports, training and acetate material.

Other Duties

• Liaise with clients, staff, and departments internal and external to the Trust to ensure full and efficient service.
• Develop, maintain and monitor IT systems to record and produce work of a consistently high standard as required.
• Records management, maintain records both manual and computerised in an accurate and timely way and in accordance with local policy and procedure.
• Maintain adequate supplies of stock / stationary as required.
• Participate in cash handling duties as and when required.
• Maintain standards of confidentiality regarding all information held in respect of service users and professional staff.
• Ensure that standards are maintained at all times in accordance with Freedom of Information and Data Protection Act.
• Participate in quality assurance exercises.
• To participate in the training and or mentor new staff on work procedures during induction and ongoing work until they are fully competent.
• To meet as an administrative team regularly.
• Deal with day-to-day queries as appropriate.
• Provide cover for staff during periods of sick / annual leave and be flexible in meeting the needs of the service.
• Deal with Medical Legal requests as per Trust policies and procedures.
• Participate in all archiving activities as stipulated in the Trusts procedures.
• Such other duties as appropriate to the service.