Administrative Assistant

MAIN DUTIES/RESPONSIBILITIES Provide support to customer and visitor reception areas, acting as the first point of enquiry and sign posting individual to relevant information / service. Promote the image of the department, checking that notices and leaflets are up to date & well presented. Ensure that all complaints, compliments, concerns, comments, and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately. Respond to telephone, email, and written queries on behalf of the service area including call handling where appropriate as agreed with line manager. Arrange appointments, meetings, and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available, in conjunction with line manager where required. To produce minutes as an accurate record of meetings, transcribing and distributing as directed, with supervision as appropriate. To maintain accurate and timely electronic and hard copy information using organisational systems as directed and in line with policies. Supporting operational staff to access management information, electronic and hard copy. Collect data to enable managers to monitor budgets and performance in relation to business support function with support of line manager. Collect and prepare information for service area users with support of line manager. Maximise the use of electronic systems to enable effective management of the service area such as Microsoft Office and patient record systems. Be compliant with the Data Protection and record management policies and procedures with particular reference to confidentiality and safeguarding issues. Be proactive and contribute ideas for improvement in the way the service is delivered. Able to work on own initiative, prioritising work within defined policies and procedures to set timescales. Ensure that all office support services e.g., post, filing, photo copying, are delivered in a timely manner. Demonstrate own activities to new or less experienced employees. To process and pass for payment all relevant invoices in a timely manner in accordance with business process, with support of line manager To support the line manager with banking and remittance service (including petty cash). Monitor stock e.g., stationery and order supplies and equipment as required within the business area. Undertake research and development as directed. COMMUNICATIONS AND RELATIONSHIPS Links across & liaising with: Nursing & other clinical staff Service users & Carers Other appropriate bodies as needed General Practice Education Members of the public All stakeholders PHYSICAL DEMANDS OF THE JOB Frequent sitting & standing. Inputting at a keyboard for most of day, frequent light effort to lift, sort & file case notes. May have to occasionally move presentation equipment and office supplies or clinic consumables. MENTAL EFFORT Frequent concentration is required when inputting into systems, typing documents, making appointments & processing records with a need to ensure accuracy. The work is usually predictable but there may be interruptions from telephone calls, visitors, and staff & occasionally imposed deadlines. EMOTIONAL EFFORT There may be some exposure to service users who may exhibit difficult & challenging behaviours. WORKING CONDITIONS Exposure to unpleasant conditions is rare/occasional. May be exposed to verbal aggression from patients. Will use VDU for high proportion of time. The flexible nature of the job may require post holder to move within the team or within the wider organisational setting as required and undertake similar duties. KEY BEHAVIOUR COMPETENCIES: Working together Be straightforward in our dealings with each other and build relationships Listen to others and explain the decisions we have made Recognise and remove barriers to action Create an open and positive learning culture Learn from mistakes & ask others for support where necessary Be aware of ones own behaviour, values, attitudes, strengths, and weaknesses. Ability to reflect on ones behaviour and change them. Uphold the values and be proud to be part of the organisation Ensure appearance is professional & name badge visible Act With Integrity Be honest and do what you say you will do Take responsibility and be accountable for your actions Guard and build the organisations reputation Take into account the human and social impact of our work Treat everyone in a friendly, courteous manner; smile & make eye contact Building Success Together Be compassionate and accepting of others. Be straightforward in our dealings with each other and build relationships Listen to others and explain the decisions we have made Agree on our goals and see them through Treat each other with dignity and respect Learn from each others experiences Understand and recognise each others contributions of being of equal value Be prepared to challenge the status quo Contribute to the organisations success Stretch the boundaries of personal performance Look for better ways of working to achieve improvements Caring for patients Aim to meet the needs of our patients and partners in care Use initiative to enhance care in innovative and imaginative ways Respect individual cultural differences; challenge bias & prejudice Provide a high quality and safe service for patients Maintain privacy and ensure confidential information is kept safe Question poor practice, process & behaviour