Detailed job description and main responsibilities

The post holder will become fully conversant and competent in providing administrative support within a relevant administrative area of Nottingham University Hospitals Trust.

Training will involve working alongside the administrative staff within the different areas of the department, working under supervision.

Administrative Duties

To provide general office and administration support service to the administrative team.

To undertake general office duties, for example, answering the telephone, taking messages, filing, photocopying, handling incoming and outgoing post, etc.

Assist in the tasks and duties of other staff within the team during periods of staff leave/absence to  ensure that an effective quality service is maintained at all times, and contributing to the work of the team.

To undertake an annual appraisal to identify any necessary personal development required to meet the objectives of the Team, and to further develop the post holders’ skills and role.

The post holder will be required to undertake mandatory training as and when required.

Communication and Working Relationships

To communicate as appropriate with members of staff at all levels.

Responsibilities of the Post Holder

To contribute to the administrative work within their team.

To gain an understanding of how the team functions by providing support as required whilst gaining knowledge and experience and by undertaking training in the following:

NVQ level 2 in Business Administration

Certificate in principles of Business and Administration

Employment responsibilities and Rights

Functional Skills (including Personal Learning and Thinking Skills, English, Maths and ICT at level 2)

Other Duties

It is the responsibility of each member of staff to maintain confidentiality at all times.

Staff must be aware of and adhere to the provisions of the Health and Safety at Work Act and ensure their own safety and the safety of colleagues and patients. Staff must be aware of the action to be taken in the event of fire and must attend fire lectures at least once a year.

Staff should be aware of their own individual responsibilities under the Trust Equal Opportunities Policy and ensure that they adhere to the provisions of the policy.

Any other duties which may be required from time to time, as discussed and agreed with the Line Manager & Departmental Manager.

General Duties

In addition to the key job responsibilities detailed in this job description all employees at Nottingham University Hospitals NHS Trust are expected to comply with the general duties detailed below:

Infection Control - To maintain a clean, safe environment, ensuring adherence to the Trust’s standards of cleanliness, hygiene and infection control.

Safeguarding children, young people and vulnerable adults -Nottingham University Hospitals is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. All staff and volunteers are therefore expected to behave in such a way that supports this commitment.

Health and Safety - To take reasonable care to prevent injury to themselves or others who may be affected by their acts or omissions.

To co-operate fully in discharging the Trust policies and procedures with regard to health and safety matters.

To immediately report to their manager any shortcomings in health and safety procedures and practice.

To report any accidents or dangerous incidents to their immediate manager and safety representative as early as possible and submit a completed accident/incident form.

To use protective clothing and equipment where provided.

Whilst the aim of the Trust is to promote a co-operative and constructive view of health and safety concerns in the organisation, all staff must be aware that a wilful or irresponsible disregard for safety matters may give rise to disciplinary proceedings.

 Governance -To actively participate in governance activities to ensure that the highest standards of care and business conduct are achieved.

 General Policies Procedures and Practices - To comply with all Trust policies, procedures and practices and to be responsible for keeping up to date with any changes to these.

Job Revision 

This job description should be regarded as a guide to the duties required and is not definitive or restrictive in any way. The duties of the post may be varied from time to time in response to changing circumstances. This job description does not form part of the contract of employment.