Administration assistant

Main Duties and Responsibilities Provide a full range of clerical tasks such as answering the telephone, opening the post, typing, filing, scanning and photocopying. Use IT skills including spreadsheets, word processing, emails and basic keyboard skills as well as retrieval of information using database systems. To work as part of a team and to carry out tasks set by the Team Leads. Knowledge of Data Protection Act and Patient Confidentiality, Risk Management and Health and Safety Procedures. To attend all Mandatory Training e.g. Fire Lectures, Manual Handling, Basic Life Support and Risk Management. Communications Screening all calls, recording messages where appropriate and ensuring all urgent matters are dealt with promptly. To communicate verbally and non-verbally to deal with enquiries from service users/relatives, members of the public and outside organisations. To provide prompt responses to queries that come into the service. To have verbal and non-verbal communication skills, to have the ability to handle occasional aggressive callers. To work flexibly as a member of the team and to conduct and complete work generated by the Team Leads. Planning and Organising To manage workload effectively through prioritisation, organisation and planning. To play a proactive role in implementing and organising archiving processes. Maintain accurate filing system (electronically or paper based) and a bring forward system, ensuring easy retrieval of information. To undertake associated secretarial tasks e.g. agenda preparation, minute taking, photocopying, scanning, emailing and the routine upkeep of office equipment. Organise and plan own day to day workload or activities in order to meet the demands of the job role. The post holder is expected to use their initiative to a significant level and work without direct supervision. To assist with data collection and audit as required by the Team Leads/Assistant Directorate Manager. To promote and monitor quality of work within the service to provide an optimum service. Responsibilities for Physical and / or Financial Resources Maintain records of orders placed, invoices and expenditure. Ensure that any invoices received for goods, services, events etc. are authorised and passed for payment promptly. Ensure safe and efficient use of equipment, resources and consumables at all times. Responsible for ordering stock items as requested. Receipting goods. Responsibility for Policy and Service Development and Implementation To contribute to proposed secretarial procedures through feedback and consultation. To contribute to the review and development of policies as appropriate to the service. To identify areas that could be enhanced to support service development. Adhere to policies and procedures. Responsibilities for Human Resources and Leadership Using your knowledge and skills, provide support and guidance to staff as required. Support new or less experienced work colleagues to adapt to the workplace. Responsibilities for Teaching and Training Participate in training and development activities that are relevant to the job role. Responsibilities for data and information resources To use electronic communication systems such as emails and the Intranet. Take and transcribe minutes of meetings as required. To assist in the production of reports and documents, as required, including collating information, word processing, photocopying, distribution etc. Develop and implement changes to documents. Update reports and documents as directed. Research, Development and Audit To provide assistance as requested by peers and Team Leads to complete internal clerical audits. Physical Skills and Effort When filing, the candidate will have to bend, stretch and lift boxes of stationery, files, working in a limited space. The post holder is expected to travel to other sites to cover when the needs of the service demands. Frequent concentration when using the computer. Keyboard skills including touch-typing. The post holder is expected to switch from task to task throughout the day i.e. from IT work to answering the telephone to secretarial duties. Occasionally type letters of an emotional nature. The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately. If successful this vacancy will require a Standard DBS check at a cost of £21.90. This cost will be deducted from your first Trust salary In addition to this it will be a condition of your employment that you will join the DBS update service and pay the annual subscription fee of £13.