Band 3 Administrator

North London NHS Foundation Trust; Camden Town; On-site; GBP 15,000 - 18,000; Full time

Job summary

The postholder will provide an effective and efficient reception and administrative service within one of the service lines that form the Foundation Trust.

The job is mainly frontline facing in a reception area environment, and will involve liaison between colleagues at all levels, both inside and outside the Trust, as well as service users, and carers, and members of the public, always providing excellent customer service.

Responsibilities

• Carry out reception duties and provide excellent customer service.
• Manage room bookings system and diary for allocated managers.
• Handle post, emails and telephone calls with initiative.
• Arrange and service meetings, take and transcribe minutes.
• Liaise with Health Records/Service Manager on access to records.

Job description

The postholder will provide an effective and efficient reception and administrativeservice within one of the service lines that form the Foundation Trust. The job is mainlyfrontline facing in a reception area environment, and will involve liaison betweencolleagues at all levels, both inside and outside the Trust, as well as service users,and carers, and members of the public, always providing excellent customer service. The postholder will need to demonstrate a high level of prioritising and organisationalskills and be able to use initiative to develop office support systems as required, andto organise their own workload to meet Trust and local requirements, adjustingprioritise as necessary in negotiation with the department and administrationmanagers. The post holder will be expected to carry out other duties assigned by the team, whichare appropriate to the grade.

• To carry out reception duties as necessary and providing excellent customer service, including: managing the room bookings system.
• To use initiative appropriately to deal with and prioritise post, emails and telephone calls.
• To deal with all administrative duties to support the operation of the service line including appointment booking and processing inbox enquiries.
• To arrange and service meetings as necessary including taking the minutes and transcribing.
• To provide, in conjunction with other administration staff, cross cover for other administrators/receptionists during periods of heavy work pressure or absence.
• To inform the relevant department of any clinic cancellations or outpatient appointments in line with Trust and local policies and procedures.
• To handle any enquiries from service users and carers with sensitivity and tact using persuasion skills when required to resolve problems.
• To participate in team meetings as required by line manager.
• To ensure adequate stocks of stationary, supplies and forms are maintained and used cost effectively within the department, liaising as appropriate with the appropriate Line Manager about orders and ordering in line with local procedures.
• To undertake any other duties commensurate with the grade as requested by the appropriate manager.
• To adhere to the Trusts financial procedures in the management of purchasing and petty cash.
• To be involved in the induction of new staff.
• To use the supervision and appraisal process to review professional standards and performance and to identify individual training needs, undertaking training as identified in the personal development plan and in negotiation with line and administration manager.
• To carry out reception duties as necessary and providing excellent customer service, including: meeting and greeting visitors to the service and directing them to the correct person or department; managing the room bookings system.
• To edit presentations using appropriate software packages.
• To manage diaries of allocated managers/ professionals appropriately.
• To use initiative appropriately to deal with and prioritise post, emails and telephone calls.
• To deal with all administrative duties to support the operation of the service line including appointment booking and processing inbox enquiries.
• To liaise with the Health Records/ Service Manager about access to records queries if required.
• To arrange and service meetings as necessary including taking the minutes and transcribing.
• To provide, in conjunction with other administration staff, cross cover for other administrators/receptionists during periods of heavy work pressure or absence.
• To ensure good communication is maintained between colleagues at all levels, and with service users.
• To inform the relevant department of any clinic cancellations or outpatient appointments in line with Trust and local policies and procedures.
• To liaise with administrators and the relevant department to ensure service user follow-up appointments are made on discharge.

This is not an exhaustive list, please see the attached Job Description and Person Specification for more information on the role requirements and duties.