Higher Clerical Officer - General Administration

East Lancashire Hospitals Nhs Trust; Lancashire; On-site; GBP 18,000 - 24,000; Full time

Job summary

East Lancashire Hospitals NHS Trust is seeking a Higher Clerical Officer in General Administration. The role involves confidential clerical support, typing, minute taking, and managing communications.

You will support Estates & Facilities admin across multiple sites, with flexibility to cover shifts at short notice. The role requires excellent IT, organisational, and communication skills, experience with MS Office, and the ability to work both in a team and independently while maintaining

Qualifications

• GCSE English & Maths at grade C or above (or equivalent).
• NVQ Level 3 or equivalent experience.
• ECDL or equivalent recognised qualification.

Responsibilities

• Provide confidential clerical and administrative support under supervision.
• Perform typing of letters, memos, minutes and routine correspondence.
• Answer telephone calls and handle enquiries with professionalism.
• Maintain filing systems and records to Trust policies.
• Manage Outlook calendars and mailboxes for Estates & Facilities.
• Raise and receipting of e-procurement orders.
• Assist in data input and extraction per procedures.

Skills

Customer care

Admin experience

Typing

Communication

Liaison

Organisational skills

Prioritising workloads

Flexibility

Teamwork

Adapt to change

Self-motivation

Education

GCSE English & Maths

NVQ 3

ECDL

Tools

Microsoft Office

Outlook

Typing software

Job description

Job overview

Applications are invited for B3 post of a Higher Clerical Officer based in General Administration.

If you enjoy a role with variety and you have a flexible approach to work, then playing a part in the Estates and Facilities General Administration service could be for you.

The service is responsible for the generic administration of the Division's managers and services in general across Estates and Facilities and this role will give the post holder the window to develop their knowledge and skills.

Main duties of the job

An understanding of the need for confidentiality and previous administration experience is essential as is the ability to work both in a team and unsupervised.

The post will involve working across the wider General Administration service providing support of the highest quality as required depending upon staffing levels.

We are looking for an enthusiastic, flexible, motivated person. Flexibility is paramount as you could be asked to work on different sites or cover a shift at short notice to meet the demands of the service.

Strong IT skills are essential to this post as is being an excellent communicator with exceptional organisational skills. The post holder must have experience in minute taking.

Working for our organisation

The service is made up of a wide group of staff who support each other and are driven to provide excellent customer service and meet organisational needs.

As well as full job training, the Trust also offers opportunities for other relevant training and development.

Detailed job description and main responsibilities

The post holder will be responsible for providing confidential, accurate and efficient clerical and administrative support under the supervision of the Assistant to the Deputy General Administration Manager including:

• Cashiering responsibilities
• Assisting in providing full clerical/secretarial support including typing of letters, memos, minutes, taking notes, and other routine correspondence, which involves working to tight timescales and deadlines.
• Taking and making telephone calls, dealing with enquires, photocopying, and filing.
• Maintaining systems that assist and support service users in the performance of their duties
• Maintaining the confidentiality of the working environment
• Working flexibly with other admin colleagues to ensure that workload pressures and absences due to annual leave and sickness are dealt with appropriately by using available resources.
• Raising and receipting of E-procurement orders
• Assisting in the implementation of any database in use including, inputting & extracting data in line with departmental/Trust/national procedures
• Maintain filing system as agreed with the line manager and in line with Trust policies.
• Updating training records
• Dealing with routine correspondence from both internal and external sources
• Producing letters and other correspondence for service users using a range of software packages
• Ensuring the requirements of service users are organised to include room bookings, electronic diaries, monthly inventories, producing of the key packs for accommodation and accommodation diary
• Managing Outlook public calendars and mailboxes for Estates & Facilities
• Receiving and actioning tasks from the administration mailbox (emails)
• Sorting and distributing mail
• Working with colleagues in the team on the development of current and new services and other initiatives
• In meeting the needs of the organisation, you may also be required to provide cover in other areas following appropriate discussion.
• Any other duties which may be required by the manager

Qualifications

Essential criteria

• GCSE English & Maths C or above/ Grade 9-4 or equivalent qualification
• NVQ 3 or equivalent qualification/experience
• ECDL or equivalent qualification

Experience

Essential criteria

• Customer care experience
• Admin experience
• Intermediate computer experience

Desirable criteria

• Previous NHS admin / office experience
• Experience in minute taking
• Experience in dealing with confidential information

Knowledge

Essential criteria

• Experience of Microsoft Office package
• Good Typing skills
• Communication skills
• Liaison skills
• Organisational skills
• Prioritise work loads

personal attributes

Essential criteria

• Flexible
• Team Worker
• Adapt to change
• Clear verbal communications
• Professional approach to work, in attitude, work ethic
• Self disciplined & motivated

Desirable criteria

• Car driver