Bank Administrator (Band 3)

West Suffolk NHS Foundation Trust; Bury St Edmunds; On-site; GBP 26,000 - 27,000; Full time

Job summary

West Suffolk NHS Foundation Trust is recruiting experienced administrators to provide Band 3 level administrative support across departments within the Trust.

As part of the Bank Administration workers team, you will fill temporary gaps, carry out general administrative duties, and support colleagues, patients and visitors while upholding the Trust’s values and confidentiality.

Qualifications

• Good verbal and written communication skills are essential.
• Demonstrable interpersonal skills and team working.
• Ability to concentrate for prolonged periods.
• Organised approach with high standards of accuracy.
• Ability to work under pressure and prioritise workload.
• Familiarity with IT systems and Microsoft Office.

Responsibilities

• Workload: Receiving, sorting and screening mail and producing letters, reports and documents with accurate clinical terminology.
• Systems: Establishing admin systems, using software to create documents and presentations, maintaining diaries and databases.
• Meetings: Arranging and supporting meetings, preparing agendas and papers, taking minutes.
• General: Maintaining confidentiality and handling sensitive information, supporting colleagues and patients.

Skills

Good verbal and written communication

Interpersonal skills

Concentration for long periods

Organisation and high standards

Ability to work under pressure

IT skills

Education

NVQ level 3 or equivalent

Tools

Office IT skills

Job description

West Suffolk Professionals (WSP) recruit and manage all temporary staff within the West Suffolk NHS Foundation Trust.

We are looking to appoint experienced administrators who will be excited by the challenge of providing Band 3 level administrative support, across all departments throughout the Trust.

You will play a vital role in supporting colleagues, patients, and visitors by helping our services run smoothly, efficiently, and effectively.

Please note: WSP are unable to support sponsorship roles on Bank, as we cannot offer guaranteed hours.

Main duties of the job

As part of the Bank Administration workers team, the successful candidate will work to fill temporary gaps in staffing, carrying out general administrative duties across all departments in the Trust, as and when required.

About us

#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community

We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.

The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.

Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.

We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.

With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.

We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.

Join us. What will you #BeKnown for?

Job responsibilities

Workload Receiving, sorting and screening mail (including paper communications) from both internal colleagues and relatives/carers of patients, collating information from both internal and external parties and actioning appropriately. Producing competent and accurate letters, reports, documents and presentations, ensuring correct spelling of clinical/medical terminology. Prioritising own workload Assisting other members of the team to meet deadlines, sharing workload and providing cover for absences where necessary. Managing a number of tasks simultaneously, keeping track of half completed tasks that are awaiting further information, working within an environment of frequent interruptions, competing demands with the ability to meet deadlines. Undertaking copy typing of correspondence, reports, strategy documents, action plans, agendas some in relation to clinical specialties etc. Maintaining an effective filing system and actively manage the storage of information, both paper and electronic, including the management of email. Receiving and dealing with incoming telephone calls, including calls from relatives or carers of patients concerning sensitive information, taking messages and relaying information in the absence of members of the management team and other staff within the business.

Systems Establishing and maintaining administrative systems to achieve high standards of secretarial / administrative practice. Using computer software programmes to create documents and presentations of a high standard for meetings, organisation groups, partner agencies etc. Maintaining electronic diary system, prioritise work, resolve conflicting diary appointments and schedules etc. Undertaking any computerised work as required, including creating and maintenance of spreadsheets, databases, charts and PowerPoint presentations.

Meetingso Arranging / co-ordinating meetings, preparing and distributing agendas and any necessary documentation required.o Supporting the Department in preparing information, agendas and papers for meetings; this may also involve external partnerships. The post holder will manage information sharing, preparation of reports/presentations.o Attending team and clinical services meetings as required, taking the minutes, action log, typing minutes and distributing.o Arranging 1:1 meetings where necessary for direct reports of the management teamGeneral Communicating courteously and sensitively with a wide range of internal and external stakeholders. Maintaining the highest standards of confidentiality when dealing with sensitive information, including information relating to patients or staff. Any other relevant tasks as and when required.

Education & Qualifications

• NVQ level 3 or equivalent.

Experience & Knowledge

• Previous experience in an administrative role eg. organising meetings, answering the telephone, supporting multidisciplinary teams with individuals at all levels of expertise, diary management etc.
• Knowledge of office procedures and IT skills.
• Understanding of role and activities associated with the post.
• Previous relevant experience of working in the NHS.

Skills & Abilities

• Good verbal and written communication skills.
• Demonstrable interpersonal skills - can work as part of a team.
• Ability to concentrate for prolonged periods of time.
• Ability to work in an organised manner and to high standards.
• Ability to work under pressure and to prioritise workload.

Personal Qualities

• High level of accuracy and attention to detail.
• Integrity and personal credibility.
• Self-motivated.
• Flexibility and adaptability to work within different team dynamics.
• Able to meet deadlines.
• Puts the patient first in everything that is undertaken.

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.

£25,760 to £27,476 a yearPer annum, pro rata