Administration Assistant

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 meetings and ensure allocated administrative actions are completed within agreed timescales. 
• Work collaboratively with nursing, medical, therapy, clinical, operational and administrative colleagues to support effective communication and the smooth running of inpatient services. 
• Provide ward clerk cover when needed, undertaking appropriate ward-based administrative duties to maintain continuity of essential administrative functions. 
• Provide cover and support for other members of the administration team during periods of absence or increased workload to maintain the effective operation of the service. 
• Provide day-to-day guidance and support to new administrative staff where required and appropriate, escalating management or performance matters to the relevant manager. 
• Contribute to the development, implementation and review of administrative systems, processes and local procedures, identifying opportunities to improve efficiency and consistency across the service. 
• Maintain confidentiality and professionalism when handling sensitive or complex information, communicating with diplomacy and maintaining a high standard of customer service at all times. 
• Work in accordance with Trust policies and procedures relating to Information Governance, confidentiality, Data Protection, safeguarding, infection prevention and control, equality and diversity, and Health & Safety. 
• Undertake other administrative duties required to meet the changing needs of the service.

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.

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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.

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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.

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.