Job vacancy: Administration Assistant, South Warwickshire University NHS Foundation Trust, Warwick

Job summary

Main area: Haematology and Oncology Team
Grade: Band 2
Contract: Permanent
Hours: Part time - 30 hours per week (Working Monday to Friday)
Job ref: 203-EL692

Employer: South Warwickshire University NHS Foundation Trust
Employer type: NHS
Site: Haematology and Oncology Administration Team
Town: Warwick
Salary: £22,383 per annum
Salary period: Yearly
Closing: 06/05/2024 23:59

Administration Assistant

Band 2

South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.

We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 5300 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare.

The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.

Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Probationary Period

All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.

Equality, Diversity, and Inclusion

South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.

Agile and Flexible Working

All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.

The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.

Staff Benefits

The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.

Car Parking

The Trust have recently completed the construction of a multi-storey car park at our Warwick Hospital site which has allowed us to reduce waiting times for car parking passes. The Trust have also been able to freeze car parking charges.

To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).

Detailed job description and main responsibilities

Knowledge skills and experience required:

To be responsible for providing administrative and clerical support using advanced skills in office procedures, systems and Information Technology.

Using effective communication skills in all interactions with patients, clinicians, managers and colleagues within the Haematology and Oncology Service and other relevant departments.

To be the first point of contact in dealing with enquiries both in person and on the telephone, in a professional polite and helpful manner and ensure urgent matters are brought to the attention of the person responsible, so that responses are dealt with quickly and within set guidelines.

Will be responsible for processing correspondence/telephone enquiries and dealing with these routine requests using, own initiative.

To arrange meetings, notify attendees initiate and prepare agenda. To take, transcribe minutes and meeting actions as required to cascade to internal/external delegates.

To undertake general office duties as necessary, including filing, scanning, photocopying, taking notes of meetings, management and disposal of confidential information, as part of an effective administration service.

To be responsible for sorting all incoming and outgoing post.

To work as an effective team member, networking contributing to meetings to problem solve, improve working processes and practice.

To monitor the supplies of office stationery and equipment within their locality.

To provide administration cover in the event of absence or to meet additional demands or other circumstances where a service need is created.

Participating in the maintenance of effective office systems, identifying improvements to improve individual, team and service performance.

With direction and instruction to collect information required for statistical analysis and to collate information for forwarding to the relevant team.

To use Trust EPR to record/process patient information as required by the Haematology and Oncology management team.

Organising own work load and undertake other duties that may be required from time to time that are designated by the Haematology and Oncology management team.

To exercise good personal time management, punctuality and consistent reliable attendance.

To be responsible for maintaining designated work areas in a professional manner in accordance with Trust policies and procedures.

Measurable Result areas:

To process sensitive, complex information in line with Trust policy/procedure and to liaise with the appropriate professionals.

Responsibility for receiving, collating, all paperwork in relation to all stock/non stock processing.

The post holder will be required to travel to attend training and meetings, across South Warwickshire Foundation Trust.

Communications and Working Relationships:

To provide an effective administration service delivery in accordance with appropriate Trust policies and procedures and professional standards.

To develop and maintain an effective communication network with service users, healthcare professionals and other statutory and voluntary organisations.

Person specification

Qualifications

Essential criteria

Able to demonstrate good basic education
English language pass GCSE
RSA I or equivalent speed and accuracy

Desirable criteria

• European Computer Driving License

Experience

Essential criteria

• Demonstrates understanding of the key functions of the Team Assistant role.

Skills

Essential criteria

• Articulate – excellent communications skills
• Able to prioritise tasks
• Demonstrates potential to be able to work under pressure
• Demonstrate understanding of patient confidentiality

Desirable criteria

• Experience of Excel and Powerpoint

Personal Qualities

Essential criteria

• Able to respond effectively to working alone or in a team
• Conscientious and hard working
• Ability to deal with distressing situations patients/relatives
• Ability to use initiative
• Honest and reliable
• To be able to adapt to change
• Flexible
• Understanding of own limitations

IMPORTANT INFORMATION

Sometimes we get a lot of applications for our roles. On those occasions we might close the job early. If you don’t want to miss out we recommend submitting your application as early as possible.

The Trust use an Applicant Management System called TRAC which helps us manage the recruitment process. All communications regarding your application will come via TRAC (even if you applied via NHS Jobs).

Please check your TRAC account regularly and ensure your email is set up to accept messages so they don't go into your junk/spam folder.

We aim to shortlist all vacancies within 2 days of the vacancy closing, we will get back to all candidates ASAP.

Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including business email address, telephone contact details and postal address.

South Warwickshire University NHS Foundation Trust is an equal opportunities employer who is committed to Equality and Diversity and does not tolerate discrimination or harassment on the grounds of any protected characteristic as defined by the Equality Act 2010.

All South Warwickshire University NHS Foundation Trust sites are smoke free. We feel it’s a great way to help our patients, visitors and staff stay healthy.

The Trust is part of a ‘Foundation Group’ through a strategic alliance with Wye Valley NHS Trust, George Eliot Hospital NHS Trust and Worcestershire Acute Hospitals NHS Trust. This partnership is great for the sustainability of all four organisations and allows us to share learning and maximise opportunities to ensure the delivery of high quality health and care services for our local populations.