Office Administrator

Administrator (Band 3)

Downpatrick

Temporary (4 weeks)

The Client: Local Healthcare body based in Downpatrick

The Role: Administrative Assistant

JOB SUMMARY

The post-holder will provide a wide range of administrative tasks to support the effective and efficient provision of healthcare within a prison setting. They will work as an Integral member of a team and be expected to use their own initiative.

KEY DUTIES / RESPONSIBILITIES

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

• Liaise with various staff/departments to deliver effective administrative support.
• Deal with a range of queries, maintaining a courteous and pleasant manner at all times.
• Use of various computer systems and software packages to ensure patient information is relevant and up to date, including data input and retrieval of information.
• Processing, recording and collating information for statistical purposes.
• Administering waiting lists, processing internal and external referrals.
• Scheduling appointments to ensure clinical capacity is utilised.
• Booking patient movement requests, interpreters and other patient related services.
• Maintenance of medical records filing systems.
• Typing duties - reports, letters and meeting minutes as required.
• Assist with the training of new administrative staff as and when required.
• Participate in staff meetings.
• Provide cover to other administrative staff during periods of leave.
• General office duties such as photocopying, scanning, sorting post and faxing.
• To participate in the Trust's Appraisal Process and participate in agreed training and development initiatives when identified.
• Any other tasks or projects within the remit of the band.

GENERAL REQUIREMENTS

The post holder will be required to:

• Ensure the Trusts 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 South Eastern HSC Trust are legally responsible for all records held, created or used as part of their business within the South Eastern HSC 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 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 South Eastern HSC Trust's 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 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.

Hours of work: Part time - 30 hours - Mon - Fri 9am - 3pm.

Requirements:

• 4 GCSEs at grade C or above to include English Language (or equivalent Qualification) plus 1 year's secretarial / admin / clerical experience.

OR

• NVQ Level 2 in Administration (or equivalent qualification) plus 1 year's secretarial / admin / clerical experience.

OR

• 2 year's secretarial / admin / clerical experience
• Experience in using Microsoft packages to include 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:

• Rates of pay £11.67

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