Operational Service Administrative Assistant: SMASH

Mid Cheshire Hospitals - NHS Foundation; Crewe; On-site; GBP 24,000 - 26,000; Part time

Job summary

An established industry player in healthcare is seeking a dedicated Operational Service Administrative Assistant. This part-time role involves providing essential administrative support to the Care Community Team, ensuring efficient service delivery to the local population. The ideal candidate will be proactive, organized, and capable of managing their workload while supporting clinical staff and maintaining confidentiality. Join a dynamic team committed to delivering quality healthcare and make a real difference in the community. If you possess excellent communication skills and a passion for administration within the healthcare sector, this opportunity is perfect for you.

Qualifications

• 5 GCSEs including English are essential for this role.
• Proficiency in Microsoft applications is crucial for daily tasks.

Responsibilities

• Provide comprehensive administrative support to the Care Community Team.
• Manage calls, referrals, and support clinical staff effectively.

Skills

Verbal communication

Written communication

Time management

Organizational skills

Interpersonal skills

Proficiency in Microsoft applications

Knowledge of medical terminology

Education

5 GCSEs grade C or equivalent

ECDL or equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Operational Service Administrative Assistant: SMASH

Band 3

Main area Administration Grade Band 3 Contract 18 months (18 months Fixed term) Hours Part time - 19.5 hours per week (Monday to Wednesday) Job ref 412-COMM-2982

Site Infinity House Town Crewe Salary £24,071 - £25,674 pa pro rata Salary period Yearly Closing 13/01/2025 23:59

Job overview

The post holder will provide comprehensive, quality, confidential administrative support to the SMASH (Sandbach, Middlewich, Alsager, Scholar Green, Haslington) Care Community Team employed by the Trust. The Operational Service Assistant will be expected to organise their own workload and co-ordinate their activities in conjunction with, and supervised by the Care Community Co-ordinator, to ensure that an efficient service is provided. The post holder will be capable of the full administrative function within the team and be able to step in to fill gaps, to ensure continuity of services. It is essential that the post holder is able to exercise initiative suitable to the role and is fully supportive of other colleagues within the team.

Main duties of the job

The Operational Service Assistant will provide comprehensive, quality, confidential administrative support to the Care Community Teams which provide the urgent community response. Duties include managing calls, referrals and supporting the clinical staff. They will be expected to organise their own workload, ensuring that an efficient service is provided to the population of the CCICP Care Communities. It is essential that the post holder is able to exercise initiative suitable to the role and is fully supportive of other colleagues within the team.

Working for our organisation

Mid Cheshire Hospitals NHS Foundation Trust (MCHFT) provides good quality, safe and effective healthcare to the people of Cheshire and beyond. The Trust, which manages Leighton Hospital in Crewe, Victoria Infirmary in Northwich, and Elmhurst Intermediate Care Centre in Winsford, was established as an NHS Trust in April 1991 and became a Foundation Trust in April 2008. We employ almost 5,000 members of staff, provide around 540 hospital beds, with a range of services including accident and emergency, maternity, outpatients, therapies, and children's health.

Detailed job description and main responsibilities

SERVICE DELIVERY

• To provide comprehensive administrative support to the Care Community Team and associated Specialist services including managing calls, referrals, and supporting the clinical staff to respond to the health needs of the population of the Care Community.
• To support the Care Community Co-ordinator to liaise with a range of internal and external services and teams regarding appointments and multi-disciplinary meetings.
• Exercise own judgement based on acquired knowledge and experience, as to when to deal with queries personally, and when to involve other team members in the Care Community Team and with what degree of urgency.
• Build and maintain constructive relationships with others, within the department and externally in order to improve the effectiveness and efficiency of services to patients and support signposting where appropriate of queries and referrals.
• Be conversant with all required electronic systems for correspondence, including specialist computer systems, and be able to obtain information from the Intranet/Internet, if requested to do so.
• Provide information to parents/carers where appropriate, according to agreed guidelines, where appropriate.
• Support Care Community Team with audits, reports and other activity measurement as necessary, including managing databases, obtaining information, and in the presentation of the results.
• To carry out other responsibilities / duties at the request of the senior / Line Manager, according to the job holder’s competency to do so.

GOVERNANCE

• To establish and maintain effective communication, maintaining confidentiality of information in accordance with Mid Cheshire Hospitals NHS Foundation Trust’s Policy in Respect of Confidentiality.
• To support the development and maintenance of systems and processes to continually monitor standards and to assist in the implementation of action plans to improve quality of service.
• To contribute to the effective management of risk to ensure that lessons are learnt from issues arising from risk reports/complaints, etc.
• To ensure compliance with Trust policies, procedures, and guidelines, by taking action/alerting senior management team if practice appears to contravene policy, or if concerned about any aspect of patient care.

MANAGERIAL/LEADERSHIP

• Act as a role model by demonstrating expertise, and by maintaining credibility within the department, and with external agencies, to ensure a positive image of the Trust is maintained.
• Assist with the implementation of local induction programmes for new members of the team.
• Support the department in the effective use of resources, eg, equipment, supplies and materials.
• Maintain a healthy, safe and secure working environment, ensuring compliance with legal and regulatory requirements, maintaining accurate documentation and reporting any concerns to senior management team.

EDUCATION/LEARNING

• To take responsibility for own learning and development by recognising and taking advantage of all opportunities to learn, including full participation in appraisal, supervision, action learning, and by maintaining a portfolio of learning.
• Assist in the maintenance of systems and processes to ensure that learning needs are identified and met, and that all learning is planned, implemented, evaluated, and shared in order to improve services.

This job description is an outline of the role and function. It is not intended to describe all specific tasks.

Person specification

Qualifications

• 5 GCSE’s grade C or equivalent. Must include English.
• Proficient in Microsoft applications including Outlook, Word, Excel and Power point.
• ECDL or equivalent
• Knowledge of medical terminology

Experience

• Knowledge of confidentiality in accordance with Data Protection Act and national/local guidelines
• Understanding of health records/waiting lists
• Understanding of computer systems used by the department

Skills and knowledge

• Excellent verbal and written communication skills
• Ability to prioritise own workload
• Good interpersonal skills
• Excellent time management and organisational skills
• Proactively manage change
• Experience of working in an office environment

Key Messages

· Please let us know if you require an adjustment to our recruitment process.

• We are a flexible working employer, so please talk to us about any flexible working requirements.

· Selection is based on the Trust's values, and the criteria outlined in the Job Description for the role.

· Secondments will be considered for fixed term positions when both parties agree. Candidates should seek approval from their current line manager before application.

· Appointments are subject to a 6-month probationary period. LED Doctors are subject to a 3-month probationary period.

· You will be required to pay for your DBS disclosure (where the post requires one). This will be done via 3 monthly instalments from your pay. We encourage applicants to join and remain registered with the DBS update service.

· We do not reimburse travel to interview expenses.

· Employers have a legal responsibility to ensure that their employees have a “right to work” in the UK. If you intend to seek permission to work in the UK via a Skilled Worker visa, please be aware that the UK Government set eligibility requirements e.g. minimum salary requirement and skill levels. Not all NHS roles are eligible for sponsorship. We recommend that you use the information on the Home Office website to check if this role will be eligible.

Employer certification / accreditation badges

Name Nia Atkinson Job title SMASH Care Community Co-Ordinator Email address [e-mail] Telephone number 07748 336326

If you have problems applying, contact

Address Leighton Hospital
Middlewich Road
Crewe
Cheshire
CW1 4QJ
Telephone [e-mail]