About this role
Job summary
West Suffolk Professionals (WSP) recruit and manage all temporary staff within the West Suffolk NHS Foundation Trust.
We are looking to appoint experienced administrators who will be excited by the challenge of providing Band 3 level administrative support, across all departments throughout the Trust.
You will play a vital role in supporting colleagues, patients, and visitors by helping our services run smoothly, efficiently, and effectively.
Please note: WSP are unable to support sponsorship roles on Bank, as we cannot offer guaranteed hours.
Main duties of the job
As part of the Bank Administration workers team, the successful candidate will work to fill temporary gaps in staffing, carrying out general administrative duties across all departments in the Trust, as and when required.
About us
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Job description
Job responsibilities
Workload Receiving, sorting and screening mail (including paper communications) from both internal colleagues and relatives/carers of patients, collating information from both internal and external parties and actioning appropriately. Producing competent and accurate letters, reports, documents and presentations, ensuring correct spelling of clinical/medical terminology. Prioritising own workload Assisting other members of the team to meet deadlines, sharing workload and providing cover for absences where necessary.
Managing a number of tasks simultaneously, keeping track of half completed tasks that are awaiting further information, working within an environment of frequent interruptions, competing demands with the ability to meet deadlines. Undertaking copy typing of correspondence, reports, strategy documents, action plans, agendas some in relation to clinical specialties etc. Maintaining an effective filing system and actively manage the storage of information, both paper and electronic, including the management of email.
Receiving and dealing with incoming telephone calls, including calls from relatives or carers of patients concerning sensitive information, taking messages and relaying information in the absence of members of the management team and other staff within the business.
Systems Establishing and maintaining administrative systems to achieve high standards of secretarial / administrative practice. Using computer software programmes to create documents and presentations of a high standard for meetings, organisation groups, partner agencies etc. Maintaining electronic diary system, prioritise work, resolve conflicting diary appointments and schedules etc. Undertaking any computerised work as required, including creating and maintenance of spreadsheets, databases, charts and PowerPoint presentations.
Meetingso Arranging / co-ordinating meetings, preparing and distributing agendas and any necessary documentation required.o Supporting the Department in preparing information, agendas and papers for meetings; this may also involve external partnerships. The post holder will manage information sharing, preparation of reports/presentations.o Attending team and clinical services meetings as required, taking the minutes, action log, typing minutes and distributing.o Arranging 1:1 meetings where necessary for direct reports of the management teamGeneral Communicating courteously and sensitively with a wide range of internal and external stakeholders. Maintaining the highest standards of confidentiality when dealing with sensitive information, including information relating to patients or staff. Any other relevant tasks as and when required.
The closing date for this vacancy may change if we receive a strong response. Please ensure that you apply for any post you are interested in as soon as possible.
Person Specification
Education & Qualifications
Essential
- NVQ level 3 or equivalent.
Experience & Knowledge
Essential
- Previous experience in an administrative role eg. organising meetings, answering the telephone, supporting multidisciplinary teams with individuals at all levels of expertise, diary management etc.
- Knowledge of office procedures and IT skills.
Desirable
- Understanding of role and activities associated with the post.
- Previous relevant experience of working in the NHS.
Skills & Abilities
Essential
- Good verbal and written communication skills.
- Demonstrable interpersonal skills - can work as part of a team.
- Ability to concentrate for prolonged periods of time.
- Ability to work in an organised manner and to high standards.
- Ability to work under pressure and to prioritise workload.
Personal Qualities
Essential
- High level of accuracy and attention to detail.
- Integrity and personal credibility.
- Self-motivated.
- Flexibility and adaptability to work within different team dynamics.
- Able to meet deadlines.
- Puts the patient first in everything that is undertaken.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
West Suffolk NHS Foundation Trust
Address
West Suffolk Hospital
Hardwick Lane
Bury St Edmunds
IP33 2QZ
United Kingdom
Employer's website
https://www.wsh.nhs.uk (Opens in a new tab)