Job summary Please note job title should read asServicesSupport OfficerCountyDurham and Darlington NHS Foundation Trust is one of the largest integratedcare providers in England serving a population of around 650,000 people.
Anexciting opportunity has arisen for a Service Support Offier to provide administrativesupport to the Managers and Matrons in the Community Services care group.
Theideal candidate will have great administrative and data entry skills, aflexible approach, be able to work as part of a team, and have highly developedinterpersonal/ written and verbal communication skills, as well as being ableto prioritise a busy workload to meet all deadlines.
Main duties of the job To provide effective and confidential administrative supporton a day-to-day basis for the Community Services Management team to ensure thattheir needs are fully met, by working within demanding time constraints,prioritisation of own workload, with minimal supervision and demonstratingability to use initiative.
The post holder will need to be proactive,flexible and responsive to the changing needs and demands of the organisationand to support the smooth running of the clinical services.
About us If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager.You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks.We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham.
We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented.From April 1 2024 we are unable to offer sponsorship for healthcare roles that do not meet the minimum salary, If you are in the UK on a VISA please ensure you have no restrictions that would prevent you from taking this post.Full Job Descriptions can be found in the adverts supporting documents.
Job description Job responsibilities To provide a timely and accurate copy and audio typingservice to the department, producing letters, reports and other correspondence,as required.
To deal with telephone enquiries, taking and conveyingmessages appropriately.
To receive, date stamp and sort incoming mail and prepareoutgoing mail for posting.
To transmit electronic mail, photocopy and scan documentsand circulate information within Trust or department timescales.
To collate material and information for various meetings,ensuring papers are provided and distributed on time and appropriately, asdirected.
To organise venues, refreshments, equipment and anynecessary materials for events and meetings.
To take notes at informal meetings and transcribe, asrequired.
To enter data onto necessary databases and updateaccording to service requirements.
To maintain an up to date filing and archive filingsystem, disposing of archived records and documentation according to Trustpolicy.
To order office supplies through Cardea and maintainagreed stock levels.
To provide cover as required during absence of colleagues.
To provide a full range of confidentialsecretarial/administrative support to care group Managers and Matronsand supporting staff, working with minimal supervision.
To undertake typing and distribution of confidential correspondenceand supporting staff, within Trust or department timescales.
To be the point of contact for staff, patients and otherswithin and outside the organisation, responding to external and internaltelephone enquiries, taking appropriate and timely action required.
To receive and respond to internal and externalcorrespondence, taking appropriate and timely action as required, in accordance with Trustand/or departmental standards and processes.
To manage electronic diaries, as required.
To support arrangement of on call rotas, as required.
To organise meetings, including arranging venues,preparing agendas, collating and issuing papers and attending for taking and production ofminutes, as required.
To operate efficient and up-to-date administrative systemsand processes for all office tasks.
To maintain accurate and timely data entry to databases tomeet service requirements.
To prioritise own workload to meet the needs of the caregroup Managers and supporting staff and ensure all deadlines are met.
To support new and/or less experienced staff, as required.
To provide cover as required during absence of colleagues.
Person Specification Special Skills & Knowledge Essential Knowledge of computer packages, Word, Excel, Outlook and PowerPoint.
IT Skills.
Ability to analyse and present data using Excel and Access packages.
Ability to use email and maintain and update paper and electronic diaries.
Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
Ability to use discretion and maintain confidentiality.
Good interpersonal skills.
Excellent verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages.
Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public.
Able to use own initiative to resolve routine queries, in line with departmental procedures.
Able to work with minimal supervision following set procedures.
Ability to organise and prioritise workload in order to meet deadlines.
Desirable Knowledge of medical terminology.
Experience Essential Experience of an administrative role, providing general provision of administrative duties in a challenging and constantly changing environment.
Demonstrate Experience of using Microsoft Office.
Experience in setting up and maintaining office filing systems.
Experience in planning and organising meetings and taking notes.
Experience of providing administrative support to a team.
Desirable Experience of working within an NHS Environment.
Special Requirements Essential Ability to travel independently across the County to fulfil the requirements of the post.
Present a professional image at all times.
Qualifications Essential Good Standard of Education - Minimum of 3 GCSEs (or equivalent) at C Grade or above including English Language.
NVQ Level 3 in Business Administration or equivalent knowledge/experience (or working towards).