NHSP ID: 90739
Job Title: Administration Assistant
Department: Working across 5 different wards (Keats, CD and Snowdon – Rehab Wards and Kite and Primrose MH Wards)
Duration: This is a temporary role, and it is currently due to last roughly 3 months
Location: Western Community Hospital, William Macleod Way, Southampton, SO16 4XE
Working Pattern: 37.5 hours per week, Mon - Fri, 8am - 4pm, 8:30am - 4:30pm or 9am - 5pm
Pay Banding: Band 3 – £14.05 per hour
Trust: Hampshire & Isle of Wight Healthcare NHS FT
The postholder must have the following experience:
Administrative experience
WORKING CONDITIONS
· The post holder will work within inpatient ward environments across multiple clinical areas and will have regular contact with patients, relatives, visitors and multidisciplinary staff.
· The role is predominantly office and ward based, with frequent use of display screen equipment and standard office equipment. The post holder will be required to move between wards and work flexibly across different clinical areas according to service needs.
· The post holder may occasionally be exposed to challenging or unpredictable situations associated with working within an inpatient healthcare environment and must follow Trust Health & Safety, Infection Prevention and Control, confidentiality and safeguarding procedures at all times.
Job Description
ROLE PURPOSE
· To provide a comprehensive, efficient and responsive administrative and clerical support service across Mental Health and Rehabilitation Inpatient Wards.
· To work as part of the wider multidisciplinary and administration teams, supporting the smooth day-to-day operation of the wards and ensuring administrative processes are completed accurately and within required timescales.
· To effectively prioritise and manage own workload across competing ward priorities, working without direct supervision where appropriate and using initiative to resolve routine issues and escalate matters when necessary.
· To maintain confidentiality, diplomacy and a high standard of customer service when communicating with patients, relatives, colleagues and other professionals.
· To carry out duties in accordance with Trust Information Governance, record keeping, data protection, safeguarding and local procedures.
· To provide Ward Clerk cover when needed, supporting continuity of essential administrative functions across the inpatient wards.
KEY ACTIVITES / RESPONSIBILITIES
· Provide comprehensive administrative and clerical support across Mental Health and Rehabilitation Inpatient Wards, responding flexibly to the needs and priorities of the service.
· Manage and prioritise own workload across competing ward priorities, working independently where appropriate, using initiative to resolve routine issues and escalating matters when required.
· Manage and monitor relevant Outlook and shared email accounts, prioritising correspondence according to urgency and importance and ensuring queries are dealt with or appropriately signposted.
· Answer telephone, email and face-to-face enquiries from patients, relatives, staff and other professionals, accurately recording and communicating messages and using judgement to identify urgent or sensitive matters.
· Prepare and process correspondence, letters, reports, forms, spreadsheets, presentations, agendas and other documentation using appropriate Trust systems and templates.
· Accurately input, retrieve and update information on relevant electronic systems, databases and spreadsheets, maintaining high standards of data quality and confidentiality.
· Scan, upload, file, retrieve and securely maintain electronic and paper records in accordance with Trust Information Governance, Data Protection and record-keeping requirements.
· Gather and collate information for audits, statistical returns, monitoring and service reporting, ensuring information is accurate and provided within required timescales.
· Provide administrative support for ward and team meetings, including coordinating diaries and room bookings, preparing agendas and papers, taking accurate minutes when required, circulating documentation and following up agreed administrative actions.
You’ll learn the following whilst working at the trust:
1. An in depth understanding of the roles and responsibilities involved in working within the NHS
2. Knowledge of the systems used, to effectively complete your role to the highest standard at all times
3. A sense of teamwork, gained through working alongside and supporting colleagues from all levels, within the organisation
As a member of NHS Professionals, you have fantastic benefits:
· Competitive pay rates - work this week, get paid next week
· Essential support when you need it- 24/7 365 days - call us anytime
· Multi locational - work across neighbouring Trusts
· Manage your shifts and timesheets on the go - access your “My Bank” shift portal anywhere, anytime online or through your smartphone
· Varied working options to suit your lifestyle - access to the Bank gives you options of ad hoc shifts or longer-term placements
· Training and development opportunities - Keep up with the essentials and more
· Build holiday allowance for every shift you work - your work life balance is important to us
· Stakeholder pension scheme available - a flexible future for you and yours
Who are NHS Professionals?
We specialise in putting people in place to care. Every year we help thousands of dedicated candidates and highly skilled NHS workers enjoy better career opportunities, access to more shifts and a healthier work-life balance, giving more choice and control to our members.
As an equal opportunities’ organisation, NHSP is committed to the equal treatment of all current and prospective Bank members and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender reassignment, or marriage and civil partnership. We believe there is a strong case for the Equality, Diversity and inclusion agenda and we strongly encourage suitably qualified applicants form a range of backgrounds to apply.
Apply Today
By joining us you can look forward to a choice of flexible Bank shifts across any of our client Trusts in England, as well as the ability to develop professionally and gain experience in several wards or areas.
This role may require you to show evidence of vocational level 3 qualification or at least 2 years relevant experience.
Disclaimer
Please note, you will be contacted by email throughout the recruitment process, so please check your emails, including your junk/spam regularly. We regret we cannot contact everyone who is not selected for an interview, therefore if you do not hear from us within 21 days after submitting your application, please assume you have not been successful on this occasion.
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Pay: £14.05 per hour
Work Location: In person
