Office Administrator

Calderdale and Huddersfield NHS Foundation Trust

To work within the Gynaecology Clinical nursing team; to support the health care professionals to deliver a high quality service. The post holder will provide a support function and will need to possess high standard of clerical and organisational skills and have the confidence to deal with a variety of people, within this very busy department.

Actively participate in the provision of routine information, signposting and advice for patients and carers over the telephone, liaising with the CNS as appropriate.

Main duties of the job

General Typing, including GP and patient letters.

• Support administration duties to support patients on a fast track pathway, working alongside other departments.
• Use of telephone, ensuring accurate interpretation of messages is conveyed to appropriate personnel, demonstrating pleasant and professional manner at all times.
• To liaise with a multidisciplinary staff as appropriate to ensure effective communication takes place at all times.
• Make hospital appointments, face-to-face/telephone or virtual.
• Photocopying/scanning/printing.
• Ordering and checking deliveries.
• Help implement systems and processes to support the teams.
• Arranging room bookings & confirmations for meetings.
• Taking notes at relevant meetings.
• Typing minutes and distribution of meeting minutes. Communication is often by email and applicants should be familiar with that technology.
• To carry out general word processing and computer duties.
• Check stationary stock levels and order as necessary. Check deliveries upon arrival and deal with any issues relating to stationary orders.

About us

We employ more than 6,500 staff who deliver compassionate care from our two main hospitals, Calderdale Royal Hospital and Huddersfield Royal Infirmary as well as in community sites, health centres and in patients' homes. We also are incredibly proud to have almost 150 volunteers here at CHFT.

We provide a range of services including urgent and emergency care; medical; surgical; maternity; gynaecology; critical care; children's and young people's services; end of life care and outpatient and diagnostic imaging services.

We provide community health services, including sexual health services in Calderdale from Calderdale Royal and local health centres. These include Todmorden Health Centre and Broad Street Plaza.

We continue to modernise and invest in our health services to build on our strong reputation. Foundation trusts are public leaders in improving quality in health services. They are part of the NHS - yet decisions about what they do and how they do it are driven by independent boards. Boards listen to their Council of Governors and respond to the needs of their members - patients, staff and the local community.

Foundation trusts provide what the health service wants, yet are also free to invest quickly in the changes to the local community needs, in striving to be the best, and in putting their patients first.

Job responsibilities

The post holder will adhere to the Data Protection Act and maintain confidentiality at all times.

Applicants should have self-awareness as to the boundaries of their role, i.e. know when to seek advice rather than act independently.

Liaise with departments and wards, in order to promote a good working environment, integration of research and open channels of communication.

To set a high personal standard of work.

Any other ad-hoc duties commensurate with the grade.

Have a flexible approach to meet the needs of the service.

Contribute to team meetings by:

• Sharing ideas.
• Suggesting and developing improvements to systems and processes.
• Taking responsibility for own agreed actions as appropriate.
• Ensuring that the needs of the service continue to be met in the absence of colleagues.
• Induction of new team members.

Person Specification

QUALIFICATIONS / TRAINING

• GCSE English & Maths GCSE's at Grades 9-4 (A*-C) or equivalent practical application and experience which can be demonstrated at interview.
• NVQ level 2 in Admin or substantial admin/office experience.

KNOWLEDGE, EXPERIENCE & EXPERTISE

• Proven, relevant experience as an administrator working within a busy environment, dealing with people at all levels and contributing in a positive, proactive, professional manner.
• Evidence of administrative experience including the use of Microsoft Office software (including Word, Excel, Power-point and Outlook).
• Knowledge of Data Protection Act & Confidentiality.
• Administration support for a clinical team.
• Experience of working with multi-professional teams.
• Experience of Fast track referral process experience.

COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)

• Excellent communication and interpersonal skills.
• Flexibility to ensure achievement of objectives within constantly changing environments.
• Problem solving skills & ability to pay meticulous attention to detail.
• Well-developed organizational skills and ability to multi-task, working accurately, particularly when dealing with conflicting deadlines & adapt to changing circumstances.
• Professional attitude to work, diplomatic and calm under pressure.
• Participate in and contribute to team discussions.
• Able to prioritise and manage time effectively.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

Calderdale and Huddersfield NHS Foundation Trust