Administrative Assistant

Manchester University NHS Foundation Trust; Manchester; On-site; GBP 20,000 - 30,000; Full time

Job summary

A leading healthcare institution is seeking an Administrative Assistant to support the Laboratory Genetics Service in Manchester. The role involves executing various administrative tasks, managing communications, and ensuring effective operation within the department. Ideal candidates should possess strong communication and organizational skills and relevant qualifications, enabling them to thrive in a busy healthcare environment.

Qualifications

• Previous administrative experience is essential.
• Experience in a busy office environment managing conflicting demands.
• Proficient audio/copy typist with knowledge of secretarial procedures.

Responsibilities

• Undertake defined administrative tasks for the Genetics Service.
• Manage communications and act as a main point of contact.
• Provide general administrative duties and maintain auditing spreadsheets.

Skills

Communication

Initiative

Time Management

Education

GCSE English Language and Mathematics or equivalent qualification

RSA, NVQ or equivalent typing and computer skills or relevant experience

Tools

MS Office applications

Job description

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The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role.

Main duties of the job

The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role.

Main duties of the job

• Undertake defined administrative tasks to assist in the delivery of a safe, effective and efficient Laboratory Genetics Service.
• Act as a main point of contact for service users, answering telephone calls and responding to emails.
• Dispatch letters and clinical reports by post or email.
• Archive and/or scan paper filing of clinical referrals, reports and other laboratory documents.
• Provide other general administrative duties as required within the team and appropriate to the grade.
• Collaborate with other members of the department to achieve an effective and reliable service.
• Paper filing of clinical referrals, reports and associated laboratory paperwork.
• Scan a variety of laboratory and staff documents as appropriate for long-term digital storage. Prepare laboratory documents for off-site scanning and storage.
• Manage shared inboxes
• Provide sickness and annual leave cover for essential duties of other administrative staff.
• Maintenance of auditing spreadsheets and preparation of audit reports for the section
• Preparation and submission of documents and/ or data files for Trust compliance monitoring.
• Maintain staff personal files
• Utilise and establish administrative systems to achieve high standards of clerical good
• practice.

Person specificationEducation/ QualificationsEssential criteria

• GCSE English Language and Mathematics or equivalent qualification
• RSA, NVQ or equivalent typing and computer skills or relevant experience gained including data management

Desirable criteria

• European Computer Driving Licence (ECDL)

ExperienceEssential criteria

• Previous administrative experience
• Experience of working in a customer/patient focused environment
• Experience of working in a busy office and dealing with conflicting demands
• Proficient audio/copy typist
• Experience of organising meetings and taking formal minutes
• MS Office application experience (MS Word, Excel, Access, Powerpoint)
• Proven experience of working to deadlines
• Knowledge of a range of secretarial procedures
• Knowledge of Information Governance and data protection with regard to respect for confidential information

Desirable criteria

• NHS/Health related administrative experience
• Knowledge of medical terminology
• Good understanding of IT generally
• Experience of organising events/meetings
• Experience of dealing with the public

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Hospitals and Health Care

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