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Administration Support Officer NHS (b3)

Your World Healthcare
Job LocationNottingham
EducationNot Mentioned
Salary£10.09 - £10.81 per hour
IndustryNot Mentioned
Functional AreaNot Mentioned
Job TypeTemporary, full-time

Job Description

Administration Support Officer Sector: HealthcareJob Type: TemporaryDuration: Ongoing with no end date specified.Location: NottinghamWorking from home: This hasn’t been specifiedBand: 3Pay Rates: £10.09 per hour inclusive of holiday pay or £10.81 umbrella per hourStart: ASAPWorking days and hours: Monday to Friday, 8am-4pm, 37.5 HoursOur Healthcare client are hiring for a Band 3 Administrator who will report to the Commercial Coordinator and accountable to the Commercial Analyst.Business support:

  • To organise meetings, (including the use of WebEx), interviews and appointments for the Digital Services Senior Management Team and their managers, ensuring venues, refreshments and any supplementary equipment are arranged in advance.
  • To ensure meeting agendas and papers are prepared and distributed in a timely manner in line with departmental standards.
  • To type correspondence, reports and other documents to a high standard and with due respect for confidentiality.
  • Regularly prepare and submit minutes within a set timeframe.
  • Deal with incoming and outgoing post and email, ensuring this is brought to the attention of the appropriate manager and taking action where necessary.
  • To maintain and organise the generic Admin and Commercial inbox.
  • To operate electronic and manual filing systems, ensuring that these are maintained and updated at all times.
  • To manage the diaries of the Digital Services Senior Management Team and their managers, prioritising appointments and taking initiative in the event of conflicting appointments.
  • Maintain the Commercial Team shared document library.
  • Regularly attend and coordinate specific meetings, taking accurate and comprehensive minutes for committees and meetings for a record of governance.
  • To be responsible for maintaining mandatory training records, annual leave, sickness and absence records for all Digital Service Delivery and Operations Managers, and to complete monthly attendance sheets ready for signature.
  • Run appraisal reports from the HR dashboard and cross check with Digital Services records and liaise with HR concerning any discrepancies.
  • Use own judgement and initiative to prioritise the importance/urgency of tasks within defined guidelines.
  • Book travel and accommodation for Digital Services staff as necessary.
    • Finance support:
  • To process invoices and assist the Digital Services department with raising orders via the internal finance system.
  • Assist with monitoring budgets allocated and payment schedules.
  • Place orders, ensuring all documentation and trackers are completed accurately and on a regular basis.
  • Track orders and liaise with the Procurement department to resolve order issues as necessary.
  • Liaise with Accounts Payable to resolve any invoice issues.
  • Order and maintain stationery levels for Digital Services.
    • Service improvement:
  • To assess and prioritise workload regularly to ensure a smooth and efficient flow of service.
  • Maintain security and confidentiality at all times.
  • Ensure high standards of customer care, positively promoting Digital Services at all times.
  • Assist with training/coaching of new starters.
  • Work within the guidelines of the department and adhere to all Trust policies and procedures.
  • Undertake any other administration duties for Digital Services managers and staff that may be reasonably required.
    • Person Specification - Experience and Skills
  • Excellent written and verbal communication skills at all levels
  • Articulate, assured and customer focused telephone manner
  • Effective and efficient communication with colleagues, to ensure smooth running of the department, with managers and staff from other departments within the Trust and with representatives from outside organisations
  • Ability to work as part of a team
  • Appropriate handling of sensitive/confidential information
  • Professional qualifications (desirable, not essential)
  • RSA Level II/III Text/Word Processing (or equivalent)
  • Knowledge of secretarial and administration procedures, acquired through NVQ III qualification or training/experience to equivalent level (i.e. at least 2 years in secretarial/PA type role)
    • To successfully commence employment as a Band 3 Administrator, you will be required to:
  • Register with Your World Healthcare and become fully compliant prior to commencing employment
  • Apply for a valid in date DBS if you not yet hold a current DBS on the update service OR an enhanced DBS dated within the last 12 months (this can be applied for as part of your application via Your World Healthcare)
  • Provide professional employment/educational references covering the last 3 years
  • Complete mandatory online training modules required by the NHS in order to commence employment (to be set up via Your World Healthcare)
    • Required skills
  • Administration Duties
  • NHS
  • finance
  • handling data

    • Keyskills :
    Administration Duties NHS finance handling data

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