About this role
Job summary
West Suffolk Professionals (WSP) recruit and manage all temporary staff within the West Suffolk NHS Foundation Trust.
The role of the Bank Administrator is to fill gaps in staffing and carry out general administrative duties across all departments in the Trust, as and when required.
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
o To act as the Senior Administrator within the assigned Department at West Suffolk Hospital.
o To support the Manager/Supervisor in the effective administration of the department. To provide a high level, professional support function with responsibility for the smooth and effective delivery ofthe department's administrative function and systems
.o Responsible for managing complex and sensitive communications including investigating, solving problems and responding to unexpected demands, knowing which issues to escalate and the process for doing so.
o To supervise the Administration Assistants including contributing to annual appraisals and overseeing the management of Trust Mandatory Training requirements.
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 To provide comprehensive secretarial and administrative support to the management team as required. To include the production of confidential and sensitive material, reports, letters (medical and general), leaflets, presentations, flowcharts and forms. To provide a professional and polite service to patients and visitors to the department. To deal with all telephone calls in a polite and efficient manner, re-routing inappropriate calls to the relevant areas. To manage a complex, sometimes heavy, and varied workload. To support the Manager/Supervisor in the provision of the day-to-day administration of the department. To be responsible for prioritising own workload.
Process improvemento To identify and propose opportunities to develop and improve the delivery of administration support within the department which may result in changing policies within own areao To be part of a project team on process improvement, data management and data mining and so on.
Team (where appropriate)o To supervise the Administration Assistants on a daily basis to ensure workload is appropriate and to support with prioritising tasks in line with current time pressures.o To support the Manager/Supervisor in the organisation of staff recruitment and interviews from the point of funding being secured, to include but not restricted to advertising, job descriptions, interview dates and start dates, liaising with the team, finance and HR as required.
General To organise and attend departmental / team meetings where required, book meeting rooms, type agendas and take minutes. To support the Manager/Supervisor with planning, organisation and implementation of new electronic systems, should the need arise. To undertake other reasonable duties within the framework of the post as directed by the Manager/Supervisor. To adhere to the terms of the Data Protection Act (2018) and to keep patient/staff confidentiality
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 4 Business Administration
- Diploma Level or equivalent experience
Desirable
- First time supervisory course
Experience & Knowledge
Essential
- Knowledge of NHS policies and procedures.
- Sound judgement and logical approach to situations with the ability to determine solutions.
- Experience of keeping up to date and accurate information.
- Advanced data entry skills.
- An ability to demonstrate initiative and to work well under pressure.
- Ability to work with speed and accuracy.
- Ability to prioritise workload.
- Able to communicate effectively with all levels of staff both verbally and written.
- Proven knowledge of Microsoft Office applications including Excel and PowerPoint and Publisher.
- Minute taking skills.
- Attention to detail.
- Working in a multi-professional environment.
- Ability to collate, analyse and interpret numerical and textual information.
Desirable
- Understanding of medical terminology.
- Use of database.
- Experience of working in a patient facing environment.
Skills & Abilities
Essential
- Problem solving skills.
- Work independently and resourcefully.
- Able to work to specific policies and guidelines.
- Excellent written and verbal communication skills.
- Ability to work calmly in a busy environment.
- Customer service skills.
- Time management skills.
- Able to maintain high level of concentration when dealing with frequent interruptions.
- Self-starter - able to manage and organise own workload to ensure deadlines are met.
Personal Qualities
Essential
- Good team player.
- Positive interpersonal skills.
- Self-motivated.
- Attention to detail.
- Ability to work autonomously and with emotional intelligence.
- Proactive approach to challenges.
- Flexible approach to work.
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)