Community Infection Prevention and Control Admin Assistant
Job overview
An Administration Assistant position has arisen within the Community Infection Prevention and Control (IPC) Team, based in Northallerton. The IPC Team provide an IPC commissioned service to adult social care across North Yorkshire and York, in addition to producing a range of IPC resources.
The main responsibilities of the role include general office administration duties, such as:
- Dealing with telephone enquiries, e.g. Hospital Trusts, Councils, Care Homes, General Practices, Domiciliary Care providers and other healthcare professionals, and then directing to the appropriate IPC Team members
- Supporting Team meetings, e.g. distributing agenda, taking minutes
- Dealing with resource marketing enquires, processing orders, packing, despatching and managing stock control
- Actively support and attend regular IPC training events provided by the Team
- Co-ordinate mailshots on a regular basis
- Opportunity to support social media and website development
This role is varied and interesting and an excellent opportunity for personal and professional development. This is a full-time position; however, job share opportunities would be considered for the right candidate.
Main duties of the job- To provide administrative support to the IPC Team
- To maintain comprehensive database systems
- To assist in sending mail shots
- To contribute to the distribution of resources maintaining a high standard
- Stock control: to count and record stock levels on a regular basis; ensuring data is accurate and consistent – reporting low stock levels to the Education Resource Specialist when necessary
- To be the first point of contact for the Team and Team members dealing with initial enquiries, whether verbal or written, and follow standard operating procedures to decide the appropriate response, taking immediate action if necessary
- To promote Infection Prevention and Control resources for Trust income generation
- Book meetings and appointments where necessary
- Sort and distribute incoming post/email using judgement and advice from IPCNs. Assess priorities and draw urgent matters to the attention of clinical staff
- Answer incoming telephone calls in a professional manner and relay to appropriate Team members using agreed SOP’s
- To carry out photocopying and scanning as required
- To maintain paper and software-based information and administrative systems
- To always operate a strict code of confidentiality
- To organise and attend meetings including producing an Agenda as directed
- To take minutes of meetings as required, capturing relevant discussion and necessary action
- To organise/assist with Infection Prevention and Control study events
- Assist with social media
Working for our organisation
Harrogate and District NHS Foundation Trust (HDFT) cares for the population in Harrogate and the local area, as well as across North Yorkshire, Leeds and parts of the North East.
At HDFT we provide outstanding care to both our patients and our staff and we value Kindness, Integrity, Teamwork and Equality. If you’re looking for an interesting and rewarding career in the NHS, where you can make a real difference to patients’ lives, HDFT could be the place for you!
We offer colleagues:
- A supportive culture so colleagues can bring their whole selves to work.
- Staff Recognition - as well as regular appraisals, we recognise achievements with our Making a Difference & Team of the Month Awards, along with annual Colleague Recognition Awards.
- Employee Support and wellbeing – we offer a wide range of staff benefits including an Employee Assistance Programme, counselling service and a fast-track Physiotherapy service.
Please note:
- Due to high levels of interest, posts may close early if we reach a sufficient number of applications
- Visa sponsorship is only available for certain roles. Please ensure the role you are interested in meets the criteria for a visa before submitting your application.
- Please also be aware that the Trust does not offer relocation packages for Agenda for Change roles.
- All job offers are subject to satisfactory pre-employment checks.
Detailed job description and main responsibilities
Please see attached Job Description and Person Specification. If you have any questions, please contact Gillian Partridge [email protected]
Person specification
Qualifications
Essential criteria- Minimum of five GCSE qualifications or equivalent, including Maths, English and IT NVQ Level 2 qualification or equivalent
- Computer literate with good experience of working with Microsoft Office applications, including Excel Working knowledge of internet systems
- Ability to effectively communicate in person, in writing and over the telephone Computer key board skills
- A-Level / NVQ Level 3 Working towards European Computer Driving Licence or equivalent IT qualification
- Experience of working in an admin post Experiencing of developing, maintaining and managing office systems Experience of data inputting and maintaining / creating database systems Production of minutes/ reports Customer service training Experience of working in the NHS