Job summary
- Main area
- Administration
- Grade
- Band 2
- Contract
- Permanent
- Hours
- Part time - 30 hours per week (8am to 2pm Monday to Friday)
- Job ref
- 435-E036-24-A
- Employer
- East Lancashire Hospitals NHS Trust
- Employer type
- NHS
- Site
- Royal Blackburn Teaching Hospital
- Town
- Blackburn
- Salary
- £22,383 Per annum - Pro rata
- Salary period
- Yearly
- Closing
- 04/07/2024 23:59
Employer heading
Clerical Officer- General Administration Team
Band 2
At East Lancashire Hospitals NHS Trust our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 9,500 staff, many of whom are internationally renowned and have won awards for their work.
Job overview
The Telecoms facet of General Administration is based in a busy and fast paced environment where internal and external calls to East Lancashire Hospital Trust are managed to ensure an effective service is given to all callers. As well as dealing with internal and external calls, the role includes calls to emergency teams based across the Trust and external emergency services. The work involves contacting out of hours or on-call staff with requests to attend patients or to deal with hospital related issues.
Duties will include participating in other general administrative work streams within the General Administration service.
Previous applicants need not apply
Main duties of the job
We are looking for an enthusiastic and motivated person who is able to demonstrate flexibility.
An ability to communicate effectively with other team members, service users, internal departments and outside agencies is essential to ensure that all enquiries and urgent matters are dealt with politely, efficiently and in accordance with the Data Protection Act.
Previous telephone experience is essential as is the ability to work both in a team and unsupervised.
Knowledge of Windows based applications is essential for this post.
Working for our organisation
The Team is made up of professional, conscientious, caring and reliable staff.
The service prides itself on its high standard of customer service and full training in all aspects of the job will be given.
Detailed job description and main responsibilities
MAIN DUTIES
The post holder will be responsible for providing confidential, accurate and efficient clerical and administrative support under the supervision of the Assistant to the Deputy General Administration Manager:
- Support all services allied to Telecommunication requirements
- Maintain the confidentiality of the working environment
- Maintain systems that assist and support service users in the performance of their duties
- Ability to work flexibly with other admin colleagues to ensure that workload pressures and absences due to annual leave and sickness are dealt with appropriately by using available resources.
- Assist in the implementation of any database in use including, inputting & extracting data in line with departmental/Trust/national procedures
- Maintain filing system as agreed with the line manager and in line with Trust policies.
- Assist in providing full clerical/secretarial support including typing of letters, memos, note taking, and other routine correspondence, which involves working to tight timescales and deadlines. Taking and making telephone calls, dealing with enquires, photocopying, and filing.
- The post holder will be guided by the Assistant to the Deputy General Administration Manager but is expected to have a degree of autonomy working to SOPs and LOPs and agreed good practice.
- Updating training records
- Deal with routine correspondence from both internal and external sources
- Receive and action tasks from the administration mailbox (emails)
- Any other duties which may be required by the manager appropriate to the band
- Work with colleagues in the team on the development of current and new services and other initiatives.
- To meet the needs of the organisation you may also be required to provide cover in other areas following appropriate discussion.
COMMUNICATION
Communicate effectively with other team members and service users
- Liaise with internal departments, outside agencies, ensuring that all enquiries and urgent matters are dealt with politely, efficiently and in accordance with the Data Protection Act and that complicated issues are communicated in a simplified form and fully understood by all parties.
- Communicate and liaise with other internal Trust departments and individuals through a range of interpersonal and IT media.
- Participate in regular team updates e.g. team brief, team engagement sessions and regular 1 2 1 meetings
- Provide cover for colleagues during their absence.
Person specification
Qualifications
Essential criteria
- GCSE English and Maths C or above/ Grade 9-4 or equivalent qualification
- NVQ 2 or equivalent qualification/experience
Desirable criteria
- ECDL or equivalent qualification/experience
Essential Experience
Essential criteria
- Customer care Experience
- Admin Experience
- Basic computer Experience
Desirable criteria
- Previous NHS Admin/office experience
- Experience in note taking
- Experience in dealing with confidential information
Knowledge and skills
Essential criteria
- Experience of Microsoft Office package
- Good typing skills
- Excellent communication skills
- Liaison skills
- Organisation skills
- Prioritise workloads
Personal Attributes
Essential criteria
- Flexible
- Team worker
- Able to adapt to change
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Lee Lomax
- Job title
- Assistant to the Deputy Administration Manager
- Email address
- [email protected]
- Telephone number
- 01254 733062
- Additional information
Joan North - Deputy General Administration Manager
01254 733990
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