[ref. j3937620] NHS - Administrative Assistant/Receptionist

Choose Well - Choose WWL

Job overview

The Administrative Assistant provides comprehensive support to the Occupational Health team by undertaking a range of administration and clerical tasks to ensure that the administrative aspects of the service run smoothly.

In addition to Wrightington, Wigan and Leigh NHS Foundation Trust, the Occupational Health Service also provides services to university students, Primary Care staff and other organisations. The nature of the work is diverse and highly confidential and can be physically demanding.

Please note that the Office Base is University of Salford Campus, M5 4WT.

• Provide support for external organisations, such as Edge Hill University and all organisations.
• To provide administration support to clinical staff and the Administrative Team.
• To assist the Medical Secretaries in formatting reports.
• Answer telephone enquiries and emails, directing queries/messages to the appropriate member of the Occupational Health Team in a timely manner.
• Change and making of appointments in response to telephone calls/emails, ensuring all data entries and documentation are changed accurately.
• Undertaking appointment tasks via the Online Occupational Health Database – to include pre-employments and management referral appointments.
• Undertake reception duties i.e. run clinics, greet clients to the department, etc.
• Always display a professional attitude when dealing with the general public and colleagues alike whilst using effective communication skills to influence the outcome in issues causing concern.
• Assist members of the clinical staff with any queries concerning administrative processes.
• Scanning of files and adding to the database when required.
• General Office Duties.
• Working for our organisation

We have a recognised track record in staff engagement, and living our values.

WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.

At WWL we value the benefits a rich and diverse workforce brings to our community and therefore welcome applications from all sections of society.

• Provide support for external organisations, such as Edge Hill University and all organisations.
• To provide administration support to clinical staff and the Administrative Team.
• To assist the Medical Secretaries in formatting reports
• Answer telephone enquiries and emails, directing queries/messages to the appropriate member of the Occupational Health Team in a timely manner.
• Change and making of appointments in response to telephone calls/emails, ensuring all data entries and documentation are changed accurately.
• Undertaking appointment tasks via the Online Occupational Health Database – to include pre-employments and management referral appointments.
• Undertake reception duties i.e. run clinics, greet clients to the department, etc.
• Always display a professional attitude when dealing with the general public and colleagues alike whilst using effective communication skills to influence the outcome in issues causing concern.
• Assist members of the clinical staff with any queries concerning administrative processes.
• Scanning of files and adding to the database when required
• General Office Duties.
• Maintain the departmental filing system of confidential staff health records to ensure efficient retrieval of health records.
• Undertake general office administration i.e. photocopying, scanning and filing.
• Create/send out appointment letters.
• To be responsible for the quality and accuracy of all data input of both written and electronic information that they are recording.
• Produce vaccination history reports from the Occupational Health database (OPASG2 system) when requested.
• Demonstrate effective communication using the spoken and written word to influence the outcome.
• Demonstrate awareness and sensitivity of patients with hearing difficulties and where patients language is not English.
• Receive and process all messages in accordance with instructions
• Utilise the Trust's IT resources appropriately in line with the policies and procedures.
• Maintain accurate, timely and legible written and electronic records.
• Receive payments from private clients for vaccinations. Provide receipts for payments and log on income sheet.
• Support a learning environment to enable all members of the team to develop.
• Recognise and accept responsibility for your own personal development.
• Compliance with the Health & Safety at Work Act 1974 – the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

Person specification

Qualifications

• GCSE Grades A-C/9-4 English Language and Mathematics or equivalent
• Computer literate and conversant with IT Systems and packages

Experience

• Experience of being able to work with frequent interruptions in a busy environment
• Must work well as part of a team but also be able to work on own initiative
• Experience of prioritising and managing workloads
• Experience of Microsoft Office Suite and other database programmes, preferably electronic appointment systems
• Experience of processing administration of clinical referrals
• Experience of co-ordinating practitioner diaries and appointment booking
• Previous experience of working in a clerical role

Skills

• To demonstrate a good telephone manner
• To demonstrate excellent and effective communication skills with all disciplines of staff
• Good organisational skills
• To be able to prioritise and manage workloads
• Ability to learn and quickly adapt to change in circumstances
• Commitment to personal and team development
• To deliver high level of customer service using electronic, telephone and other channels of communication

Knowledge

• Knowledge of general office systems and protocols in a patient or customer focused environment
• Knowledge of confidentiality and GDPR
• Knowledge of NHS culture and environment

Additional

• Flexibility
• Access to vehicle to facilitate multi- site working (To undertake this post, you must be able to drive and have access to a vehicle. Should you not meet this requirement due to a disability, you are of course able to apply and a discussion regarding whether reasonable adjustments could be made to the role would take place before any offer is confirmed).
• Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation.

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Recruitment Information for Candidates

Our Trust prefers candidates to submit applications online. Please contact the Recruitment Team on 01942 244000 if you have difficulty applying online.

The Trust reserves the right to close adverts earlier than the stated closing date if there is a high volume of applications.

We endeavour to inform all applicants of the outcome of their application by email or SMS text message.

Guidance on Completing Your Application

Applications are scored against the person specification, therefore we recommend that you use the supporting information section of your application form to demonstrate how you meet the essential and desirable criteria for the role, providing illustrative examples where possible.

On-Call

Please note that some roles may require you to participate in an on-call rota, if the role is predominantly operational.

Continuous Service

WWL has signed up to the Greater Manchester Continuous Service Commitment. and will recognise your continuous or ‘unbroken’ service in any Greater Manchester Local Authority or NHS organisation, Transport for Greater Manchester, Greater Manchester Fire and Rescue Service or Greater Manchester Combined Authority; giving you access to our service-related benefits.