Administration Assistant

Location: Nursling

Job Title:

Administration Assistant

Location:

Western Community Hospital, William Macleod Way, Southampton, SO16 4XE

Trust:
Hampshire & Isle of Wight Healthcare NHS FT

Payrate:
Band 3, £14.05 per hour

Shift Patterns:
Monday
- Friday 8am - 4pm, 8:30am - 4:30pm or 9am - 5pm (37.5 hours per week)

Duration:
Start: ASAP End date: 3 Months

Job Description

Experience

Required:

Administrative experience

Desirable

Experience:

System 1 and RiO experience

* 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.

* Support recruitment and new starter/leaver processes, including interview administration, maintaining checklists, coordinating documentation and supporting local induction arrangements.

* Support the accurate maintenance of Health Roster , including recording authorised sickness/absence and annual leave in accordance with agreed processes and assisting staff with routine roster queries.

* Monitor and order stationery, leaflets and general ward/office supplies and coordinate routine maintenance or facilities requests in accordance with local procedures.

* Maintain and update ward communication boards, notice boards, administrative files and other local information systems.

* Provide administrative support for training events, away days and other service activities, including diary coordination, room/venue arrangements and preparation of documentation.

* Attend and participate in appropriate ward, administrative and team…