Job summary
The post holder will work as part of the Team, providing admin and clerical support, contributing to the smooth running of the administration service. They will work using their own initiative to work on specified tasks and obtain support and advice from the Business Administrator when required.
Main duties of the job
Word processing of correspondence eg. letters, reports, forms, tables, agendas, minutes & presentation material using appropriate I.T. packages
To send letters & compose routine basic letters within sphere of responsibility.
To use Trust email & intranet systems as required
Answer daily enquiries made over the phone & in person, taking accurate messages. Ensuring messages are prioritised & passed on to the most appropriate person
To ensure that post is collected & distributed in accordance with local team agreement
Liaise with others on matters agreed within sphere of responsibility. On occasions may have to exchange confidential & sensitive information to team members
To maintain high standards of customer service by responding in a helpful & friendly manner to all interactions with colleagues, service users & other professionals
Carry out routine daily admin processes & which may involve retrieving information from electronic systems or from manual filing systems in accordance with Trust policies & procedures
Request & maintain levels of office stationery
Deal with maintenance requisitions, maintain the necessary paperwork & coordinate the ordering/delivery of supplies for the team when requested, seeking authorised signatory
Provide cover for absence & annual leave of other administrative staff if specified to do so by the Business Administrator.
About us
Make a difference with us
If you are looking for somewhere you can make a real difference and are passionate about keeping people safe, well and out of hospital, a career with us may be just what you’re looking for. At Solent NHS Trust, we strive to make a difference to the health and wellbeing of our communities.
We are proud to be an organisation which is focused on our people and we welcome people who share our values to come and work with us.
To deliver great care that is safe, simple and easy to access
To be a caring, flexible and supportive place to work
To deliver the best value for money
Our shared values support the development of a strong working culture. They breathe life into our organisation — guiding and inspiring all of our actions and decisions. They enable us to be better at what we do and create a great place for our staff to work, whilst ensuring we provide the highest quality of care to our patients.
In creating our values, we spent time listening to our employees and members. Based on what people told us, we created our HEART values to reflect the deep belief that we are caring organisation at the centre of our community: Honesty, Everyone counts, Accountable, Respectful, Teamwork.
We are an accredited Real Living Wage employer.
We encourage and support our staff to be vaccinated as this remains the best line of defence against Covid-19.
Date posted
21 November 2022
Pay scheme
Agenda for change
Band
Band 2
Salary
£20,270 a year
Contract
Apprenticeship
Duration
15 months
Working pattern
Full-time
Reference number
449-Team3-1035
Job locations
Cowes Special Care Dental Service
200 Newport Road
Cowes Isle of Wight
Isle of Wight
PO31 7ER
Aldershot Centre for Health
Hospital Hill
Aldershot
Hampshire
GU11 1AY
Job description
Job responsibilities
General Requirements
Ensure they and where appropriate their staff:
adhere to trust policies and procedures at all times, comply with trust standing orders, standing financial instructions, policies, procedures and guidelines,follow any policies and procedures in relation to infection, prevention and controlare aware of their responsibilities in relation to safeguarding children, and vulnerable adults, and the specific responsibilities placed on individuals who care for such clients/patientstake all reasonable steps to manage and promote a safe and healthy working environment which is free from discrimination,comply with the trust policy on confidentiality, and the Data Protection Act 2018 as amended, relating to information held manually or on computerised systems,respect the confidentiality and privacy of clients and staff at all times,maintain a constant awareness of health, welfare and safety issues affecting colleagues, patients, visitors and themselves, reporting any accidents or fault in line with trust policy,fully participate in health and safety training,participate in personal training, development, appraisal, and attend all relevant training courses as required.comply with the professional body code of conduct
This job description seeks to outline the key duties and responsibilities of the post; it is not a definitive document and does not form part of the main statement of Terms and Conditions. The job description will be reviewed during the annual appraisal process.
The post holder may, with their agreement, which should not reasonably be withheld, be required to undertake other duties as required, which fall within the grading of this post, to meet the needs of this new and developing service.
Individuals who are required to hold a professional registration in order to practice must continue to be a member of their professional body throughout the lifespan of this job description. Such individuals will be required to notify the Trust immediately if their professional body limits or changes the terms of their registration.
This job description will be reviewed yearly as part of the annual individual appraisal, to ensure that it reflects the responsibilities of the post. No changes will be made without full consultation with the post holder.
Job description
Job responsibilities
General Requirements
Ensure they and where appropriate their staff:
adhere to trust policies and procedures at all times, comply with trust standing orders, standing financial instructions, policies, procedures and guidelines,follow any policies and procedures in relation to infection, prevention and controlare aware of their responsibilities in relation to safeguarding children, and vulnerable adults, and the specific responsibilities placed on individuals who care for such clients/patientstake all reasonable steps to manage and promote a safe and healthy working environment which is free from discrimination,comply with the trust policy on confidentiality, and the Data Protection Act 2018 as amended, relating to information held manually or on computerised systems,respect the confidentiality and privacy of clients and staff at all times,maintain a constant awareness of health, welfare and safety issues affecting colleagues, patients, visitors and themselves, reporting any accidents or fault in line with trust policy,fully participate in health and safety training,participate in personal training, development, appraisal, and attend all relevant training courses as required.comply with the professional body code of conduct
This job description seeks to outline the key duties and responsibilities of the post; it is not a definitive document and does not form part of the main statement of Terms and Conditions. The job description will be reviewed during the annual appraisal process.
The post holder may, with their agreement, which should not reasonably be withheld, be required to undertake other duties as required, which fall within the grading of this post, to meet the needs of this new and developing service.
Individuals who are required to hold a professional registration in order to practice must continue to be a member of their professional body throughout the lifespan of this job description. Such individuals will be required to notify the Trust immediately if their professional body limits or changes the terms of their registration.
This job description will be reviewed yearly as part of the annual individual appraisal, to ensure that it reflects the responsibilities of the post. No changes will be made without full consultation with the post holder.
Person Specification
Qualifications
Essential
Educated to GSCE Grade 4 or above in English and Maths or equivalent standard
Desirable
RSA 2 word processing/typing or equivalent
Completion of ECDL or equivalent
Experience
Essential
Previous typing/word processing experience
Previous experience of working in a constantly changing environment
Desirable
Previous work experience
Additional Criteria
Essential
Skills in the use of Windows based packages eg Word, Power Point, Outlook, Excel
Demonstrate accurate and tidy presentation of work
Good communication skills across all levels and disciplines both internally and externally
Able to develop and maintain good working relationships with a range of staff including different professional personnel
Ability to work as part of a team
Good telephone manner
flexible and adaptable at work in order to meet priorities
Ability to work under pressure
Good organisational skills
Ability to work without immediate supervision/prioritise and effectively manage own time
Understanding of personal health and safety responsibilities
Is able to follow and demonstrate our Solent HEART values. You can find these on our website: https://www.solent.nhs.uk/about-us/our-values/
Be able to demonstrate and understanding of the principles of equality, diversity, and inclusion and how they apply to staff and patients in a healthcare setting. Able to demonstrate personal commitment to challenging discrimination and promoting equalities, at an appropriate level for the post
Able to travel to other Solent sites if required
Is able to work legally in the UK
Is able to work with children and vulnerable adults
Desirable
Understanding of the NHS and the Special Care Dental Service
Person Specification
Qualifications
Essential
Educated to GSCE Grade 4 or above in English and Maths or equivalent standard
Desirable
RSA 2 word processing/typing or equivalent
Completion of ECDL or equivalent
Experience
Essential
Previous typing/word processing experience
Previous experience of working in a constantly changing environment
Desirable
Previous work experience
Additional Criteria
Essential
Skills in the use of Windows based packages eg Word, Power Point, Outlook, Excel
Demonstrate accurate and tidy presentation of work
Good communication skills across all levels and disciplines both internally and externally
Able to develop and maintain good working relationships with a range of staff including different professional personnel
Ability to work as part of a team
Good telephone manner
flexible and adaptable at work in order to meet priorities
Ability to work under pressure
Good organisational skills
Ability to work without immediate supervision/prioritise and effectively manage own time
Understanding of personal health and safety responsibilities
Is able to follow and demonstrate our Solent HEART values. You can find these on our website: https://www.solent.nhs.uk/about-us/our-values/
Be able to demonstrate and understanding of the principles of equality, diversity, and inclusion and how they apply to staff and patients in a healthcare setting. Able to demonstrate personal commitment to challenging discrimination and promoting equalities, at an appropriate level for the post
Able to travel to other Solent sites if required
Is able to work legally in the UK
Is able to work with children and vulnerable adults
Desirable
Understanding of the NHS and the Special Care Dental Service
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.
Additional information
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.
