Administrative Assistant- Intensive Care Unit - Frimley
Job overview
Come and Join Frimley Health NHS Foundation Trust, where we offer a wide variety of challenging and rewarding roles within a supportive, innovative and dynamic work environment!
We have an excellent opportunity for an Administrative Assistant to join in Intensive Care.
We have one vacancy 21 hours per week, 3 days a week.
As an Administration Assistant for Intensive Care Unit you will be responsible for providing a comprehensive administration service to a specific area of Intensive Care team and Critical care Rehab team which will include supporting a clinical team.
This is a diverse role and you will be working in a busy and fast paced environment within a team that value and support each other. We are looking for people with administration experience, strong communication skills with the ability to work on their own and in a team and who can demonstrate our Trust values.
Main duties of the job
You will be processing sending clinic letters, data inputting, print out patient discharge Summary from EPIC, supporting the wider teams as per service needs and other general administratives.
The role includes telephone and written correspondence with patients, Service Users.- Require good working knowledge of Microsoft Office applications, excellent IT skills and highly organised with good planning skills.
- To plan and organise own work schedule with the use of appropriate planning aids, demonstrating good time management and an ability to cope with the unexpected.
- To obtain and organise information in support of own work activities, maintaining confidentiality in accordance with organisational procedures.
- To ensure that secure systems are in place for the storage of all resources including computerised information.
- To provide administrative and secretarial support to all relevant meetings. This will include the preparation and distribution of agendas, minutes and other documents as well as arranging venues and ordering refreshments when required.
- To set up and maintain effective filing, bring forward and retrieval systems.
- To develop and maintain effective working relationships with other staff in the Directorate and the Trust ensuring that a professional and seamless service is provided.
- When requested, identify and access information sources correctly, supplying the information in an appropriate format and within required deadlines.
Working for our organisation
Frimley Health NHS Foundation Trust is committed to being an inclusive and disability confident employer and has been awarded the Gold for the Armed Forces Employment Recognition Scheme. We provide first class development opportunities for all staff and have a wide range of professional, management and leadership, and clinical skills training available.
Here at Frimley Health NHS Foundation Trust, we know how important it is to have a healthy work life balance; this benefits not only individuals but the patients we care for too.
We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service and its users.
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Detailed job description and main responsibilities
General- To provide a comprehensive and efficient administration service to Matron and her team.
- To plan and organise own work schedule with the use of appropriate planning aids, demonstrating good time management and an ability to cope with the unexpected.
- To obtain and organise information in support of own work activities, maintaining confidentiality in accordance with organisational procedures.
- To ensure that secure systems are in place for the storage of all resources including computerised information.
- To provide administrative and secretarial support to all relevant meetings. This will include the preparation and distribution of agendas, minutes and other documents as well as arranging venues and ordering refreshments when required.
- To set up and maintain effective filing, bring forward and retrieval systems.
- To develop and maintain effective working relationships with other staff in the Directorate and the Trust ensuring that a professional and seamless service is provided.
- When requested, identify and access information sources correctly, supplying the information in an appropriate format and within required deadlines.
- Completion of monthly health roster for the nursing team.
- To enter/store clinic letters into shared drive and Eletronic Patient Record system.
- To book appointments for patients
- To ensure that all staff / visitors / patients are treated in a courteous / professional / considerate manner.
- To adhere to Trust policy in matters of confidentiality.
- If there are any queries liaise with Senior nursing staff.
- To attend meetings and forums as required.
- To actively participate in annual appraisal and meet the requirements of the KSF Outline.
- To be aware of own limitations and seek guidance as required.
This job description is an indication of the type and range of tasks that are expected of the postholder, and other duties may be required, in line with the role and the banding. It will be reviewed and amended from time to time in consultation with the postholder to take account of changing organisational need.
Person specification
Experience
Essential criteria- Be able to work in a busy environment and remain calm under pressure
- Experience of working within a team environment
- Competent with current software programmes (i.e. MS Word, Excel, PowerPoint)
- Experience of taking and recording meeting minutes
- Previous simliar NHS experience
Qualifications
Essential criteria- RSA III or equivalent – or willingness to undertake.
- Admin qualification
Skills and Knowledge
Essential criteria- Excellent interpersonal skills
- Ability to prioritise workload
- keyboard skills
- Ability to communicate clearly
- Basic numeracy skills
- Knowledge of NHS targets
Frimley Health NHS Foundation Trust (FHFT) has an outstanding reputation and a proud record of achievement. As a well performing, well led and ambitious Foundation Trust, we have exciting times ahead of us. We have an ongoing commitment to improving the health and care services for the 900,000 people we serve across Berkshire, Hampshire, Surrey and south Buckinghamshire.
We are proud of the ambitions laid out in our strategy, Our Future FHFT, including our vision to be a leader in health & wellbeing, delivering excellence for our communities.
We continue to invest in our services and facilities, including a £10 million upgrade to the hospital maternity unit as well as £49m major new Emergency Assessment Centre on our Wexham Park site. The opening of a brand new £100m state of the art hospital which replaced the existing hospital facility at Heatherwood and are planning to invest further in diagnostics and inpatient capacity at Frimley Park.
We have also made significant investment in our quality improvement and digital programmes to support our vision and we will ensure that we achieve our aim of providing the highest quality healthcare to our patients. Our new EPR – Epic – went live in June and we are already beginning to reap the benefits of this ambitious investment.
Our three core values, and the behaviours that support them, guide everything we do and set out what we expect of our staff in the way they treat patients, visitors, service users and each other, Committed to Excellence, Working Together and Facing the Future.