Job summary
- Main area
- Administrator
- Grade
- Band 4
- Contract
- Bank: 5 weeks (Monday - Friday (9AM to 5PM))
- Hours
- Flexible working - 37.5 hours per week (Monday to Friday)
- Job ref
- 384-SVM-Admin- B4-SABP
- Employer
- Royal Surrey NHS Foundation Trust
- Employer type
- NHS
- Site
- Farnham Road Hospital
- Town
- Guildford
- Salary
- £15.63 pa pro rata
- Salary period
- Hourly
- Closing
- Today at 23:59
Employer heading
Administrator - People Flexi Bank
Band 4
Job overview
Surry and Borders is looking for someone to act as a member of the senior admin team at our West base (currently Farnham Road hospital) for the AED service and to provide administrative support to the entire AEDS team, including Daycare and the ETT. Also to provide supervision to any band 3 staff members.
Work timing: 9 AM to 5 PM
Days: Monday to Friday
Working hours: 37.5 hours Per week
Location: Farnham Hospital, Farnham Road, Guildford,
Main duties of the job
• Take and transcribe a wide range of meeting minutes in an accurate and timely manner
• Receive and process referrals to the relevant clinician and system(s)
• Provide day to day supervision and monitoring of workload for Band 2 and 3 administrators.
• Update case notes on patient record system as required.
• Undertake regular managerial supervision and appraisal of administrators within the team, in conjunction with Band 5, if applicable
• Provide secretarial support to the team, as required, i.e. arranging meetings, ESR approvals, diary management, monitoring cover arrangements, arranging agency workers, logging incidents onto DCIQ, etc.
Working for our organisation
Working for our organization
Surrey and Borders Partnership NHS Foundation Trust is the leading provider of health and social care services for people of all ages with mental ill-health and learning disabilities in Surrey and North East Hampshire. We also provide social care services for people with a learning disability in Croydon and ASD and ADHD assessment services in Hampshire.
We actively seek to engage people who use our services and our communities in improving the mental wellbeing of the local population. We work closely with other NHS and voluntary sector organizations who provide services and support people who use services and carers.
Surrey is a beautiful county lying just 30 minutes away from Central London and from the South Coast.
Our historic market towns and bustling districts are enveloped in wonderful countryside, and our excellent road and rail networks bring the rest of the country within easy reach.
For international travel, both Gatwick and Heathrow airports are nearby.
Would you like to work in an organisation that sits in the top 10 best NHS Mental Health, Learning Disability and Community Services Trusts to work for? This ranking is based on staff feedback in the 2023 NHS Staff Survey.
Detailed job description and main responsibilities
• Monitor annual leave requests and sickness absence for manager, as required
• Manage recruitment process for band 3 admin vacancies
• Type up reports incorporating graphics and tables as required
• Type all letters dictated or provided by the team
• Book appointments on the patient record system for clinics and individual consultations
• Answer telephone calls and relay any messages in a timely manner Creating bespoke documents for the team, such as leaflets etc.
• Arrange team events, as required
• Monitor data quality of administrative input
• Undertake any ad-hoc duties as required by the service manager.
• General administrative tasks such as answering incoming calls, answering and monitoring team emails, typing, copying, scanning, printing, laminating etc
• Provide support to team members in setting up rooms for meetings
• Check and book rooms for other team members upon request
• Scanning documents for uploading to patient record system
• Receive and respond to e-mails in an appropriate manner, forwarding where necessary
• Monitor and raise purchase requisitions for stationery, services (such as interpreters) and supplies for the department.
• To be part of the MDT (Multi-Disciplinary Team) and to attend weekly meetings.
Person specification
Qualifications
Essential criteria
- NVQ Level 4 in Business Admin or equivalent experience (4 years)
Desirable criteria
- Working within an NHS setting
Experience
Essential criteria
- 4 years’ experience of clerical and administrative work requiring a high degree of accuracy and working in accordance with policies/procedures
- Use of Microsoft Office or equivalent
- Taking minutes at Team and other meetings
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Claire Baxter
- Job title
- AEDS Service Manager
- Email address
- [email protected]
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