Total 21 Junior Executive level Administrative / Clerical job vacancies in Norwich, NR1 3SA

1. Daily management of electronic diary schedules for the Divisional Triumvirate liaising with other Divisional/Corporate PAs as required. 2. Administration support for meetings including producing agendas and papers and typing minutes for Divisional Board meetings and additional sub board and monthly meetings, including maintaining action logs 3. To provide a comprehensive range of secretarial, clerical & administrative functions to the Divisional Management team including producing accurate letters 4. To keep up to date with related technology to ensure maximal efficiency is achieved and systems are both modern and streamlined. 5. To act as an ambassador and initial point of contact for the Division in the dealing with all verbal and electronic queries Please note that this advertised position, which is part of occupation code 4215 does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). The Trust would not be able to issue a Certificate of Sponsorship for this role.

1. To undertake all reception duties, as required, in a pleasant and courteous manner with patients, visitors and other hospital staff. 2. To liaise directly with Radiographers and other departmental team members, relaying information accurately and promptly. 3. To undertake and update Soliton, ICE and PAS training to enable the post holder to carry out their duties accurately and efficiently to ensure the efficient running of the department. 4. To be able to check ICE for electronic requests and deferred orders and register new patients on PAS in a timely manner to ensure the efficient running of the department. 5. To undertake PAS training to enable the checking, amending and registration of patient demographic details as necessary and the checking of patient activity within the hospital, including changes to clinic appointments. Please note that this advertised position, which is part of occupation code 4111 does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). The Trust would not be able to issue a Certificate of Sponsorship for this role.

Job responsibilities To provide secretarial/administration support and advice to the Commissioning and Performance team by: Acting as receptionist/first point of contact for the department, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate. Organising meetings for the department and attending when required to take notes Word processing documents, letters, emails, minutes and reports when required. Supporting managers with electronic diary management Organising events, booking rooms and venues Inputting into and monitoring action logs and risk registers Ensure that all complaints, comments and suggestions are dealt with appropriately, in accordance with policy, resolving where possible and escalating to line manager when appropriate. Promote the image of the department, checking that notices and leaflets are up to date and well presented.

To provide comprehensive, confidential PA, secretarial and administrative support at senior director and senior management level, ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard, contributing to the smooth running of the office and its overall effectiveness. To supervise and support the SSOCS Admin Team and Stroke Admin Team.

The post holder will be the PA for theOperations Director of SSOCSand will also provide some administration support for other senior managers of SSOCS, including but not limited to; Head of Children and Young People Services, Head of Specialist Adult Rehabilitation Services, Head of Community Beds and System Operations, Head of Specialist Beds and Neurology and Head of Palliative Care.
We are looking for a friendly, self-motivated, reliable and well-organised individual to take on this exciting opportunity of Personal Assistant to the SSOCS (Specialist, Systems Operations and Childrens Services) seniormanagement team.

The ideal candidate will have a positive can-do attitude, with experience of providing comprehensive administration, preferably at a senior level.

As a Band 4, the post holder will also be expected to supervise the Stroke Admin team, as well as the SSOCS Admin team, which consists of 10 staff in total. Therefore, supervisory experience and skills will also be essential for this role.

This is a full time, 37.5 hour a week Band 4 secondment role.

This base for this post is at the Norwich Community Hospital.

Please note that applications are accepted by completion of our on-line application form. We cannot accept CV's.

Apply now to join an organisation that has been awarded an ‘Outstanding’ rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.

Apply now to join an organisation that has been awarded an ‘Outstanding’ rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.
• Good benefits package including a minimum 27 days annual leave, plus Bank Holidays, increasing after 5 years and 10 years to a maximum of 33 days
• Opportunity to join the NHS pension scheme.
• Wellbeing support (gyms, free eyesight test, cycle to work scheme, wellbeing resources)
• Free parking at most sites
• Supportive positive culture that is Well-Led with regular supervision
• Comprehensive in house and external training programmes available
• NHS discounts and many more

Please note that applications are accepted by completion of our on-line application form. We cannot accept CV's.

1

To independently manage, carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties without direct supervision (deciding when it is necessary to refer to the line manager), which will include:



· Using a range of software programmes and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which may include medical terminology and deal with matters of a complex and/or distressing nature.

· Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents.

· Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner

· Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner.

· Researching appropriate websites, downloading and circulating documents, as requested.

· Managing own and Director’s/Senior Manager’s emails, dealing with as much as possible and using a flagging system to prioritise those for the Director’s/Senior Manager’s attention.

· To anticipate and assess problems or issues, showing initiative and exercising independent judgement in resolving or actioning them on behalf of the Director/Senior Manager.



2

To manage and maintain schedules and diaries, organise and service meetings, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring that papers are ready for meetings, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings.



3

To build effective working relationships with the Directors, Senior Management Teams, Clinical Leads and Clinical Teams which are supported by the Administration Team.



4

To review reports and collect specific data and information when requested. Monitoring service provision and performance identifying the effectiveness of service provision and identifying where improvements could be madeto promote an efficient, quality service.



5

To communicate professionally and effectively with colleagues, stakeholders and service users at all levels, providing clear information and guidance,exercising tact and judgement in dealing with and resolving enquiries, taking accurate messages and ensuring these are actioned and/or passed to the relevant person in a timely manner.



6

To ensure there are robust and effective systems in place to ensure excellent communication within the team and to regularly update staff of any changes to the service.



7

To provide and receive contentious or sensitive information about difficult or complex matters and to respect confidentiality at all times.



8

To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system and carrying out research into goods and services as required.



9

Inputting onto various databases and systems, e.g. SystmOne, PAS, Procurement system, Healthroster, TRAC and designated spreadsheets, within the required timescales and deadlines.



10

To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times. To undertake any other site and facilities duties, as required.



11

To undertake financial duties and recording, as required by the Director/Senior Manager and, in conjunction with colleagues.



12







To be responsible for the day-to-day supervision of the Administration Team having oversight of the processes and work demands for all areas of the teams, ensuring appropriate prioritisation of work to meet deadlines. To directly supervise the staff in SSOCS & Stroke Administration Team on a daily basis. Including all aspects of first line management for the team and allocation of their work on a daily, weekly, and monthly basis. This includes:

· Taking into account the experience, skills set and availability of staff, to allocate work to take into account changes in staff availability and the changing demands of the service.

· To support the Admin Team Lead to ensure that there is sufficient staffing cover over all services supported by The Administration Team.

· To monitor and update the mandatory training for the team, ensure the staff remain compliant and to rectify any issues as required.

· To monitor sickness absence and to complete absence documentation, including welcome back meetings and supporting staff who are absent from work.

· To undertake appraisals and regular supervisions with all team members, dealing with any issues which may arise. Ensure that all supervisions are well documented, and any subsequent actions are completed.

· Ensure there are robust and effective systems in place to ensure excellent communication within the team and to regularly update staff of any changes to the service.

· Responsible for shared mailboxes.

· Assist with shortlisting and interviews.

· Liaise with procurement for accommodation requests in hotels etc.



13

To act as first point of contact for any queries on a daily basis in relation to processes, problems, complaints and if needed refer these to the Admin Team Lead. To implement policies for own work area and propose changes, as necessary and demonstrate own duties to new starters.



14

To be committed to working within a changing environment, responding positively to new demands and changes. To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to the Admin Team Lead.

15

Create and design administrative processes and regularly review to ensure they meet the needs of the service and the organisation.



16

To provide training and support to colleagues include inducting and training new starters, temporary staff and apprentices when required as directed by the Admin Team Lead.

17

Provide cover in other departments, including Reception, during periods of absence, as directed by the Admin Team Leader or Business Support Manager. This may require travelling to other sites.



18

It is the post holder’s responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.

19

To attend relevant meetings. These may be virtual or in person. This may require travelling to other sites




This advert closes on Thursday 26 Sep 2024

Proud member of the Disability Confident employer scheme

1 To independently manage, carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties without direct supervision (deciding when it is necessary to refer to the line manager), which will include: Using a range of software programmes and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which may include medical terminology and deal with matters of a complex and/or distressing nature. Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents. Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner. Researching appropriate websites, downloading and circulating documents, as requested. Managing own and Directors/Senior Managers emails, dealing with as much as possible and using a flagging system to prioritise those for the Directors/Senior Managers attention. To anticipate and assess problems or issues, showing initiative and exercising independent judgement in resolving or actioning them on behalf of the Director/Senior Manager. 2 To manage and maintain schedules and diaries, organise and service meetings, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring that papers are ready for meetings, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings. 3 To build effective working relationships with the Directors, Senior Management Teams, Clinical Leads and Clinical Teams which are supported by the Administration Team. 4 To review reports and collect specific data and information when requested. Monitoring service provision and performance identifying the effectiveness of service provision and identifying where improvements could be made to promote an efficient, quality service. 5 To communicate professionally and effectively with colleagues, stakeholders and service users at all levels, providing clear information and guidance, exercising tact and judgement in dealing with and resolving enquiries, taking accurate messages and ensuring these are actioned and/or passed to the relevant person in a timely manner. 6 To ensure there are robust and effective systems in place to ensure excellent communication within the team and to regularly update staff of any changes to the service. 7 To provide and receive contentious or sensitive information about difficult or complex matters and to respect confidentiality at all times. 8 To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system and carrying out research into goods and services as required. 9 Inputting onto various databases and systems, e.g. SystmOne, PAS, Procurement system, Healthroster, TRAC and designated spreadsheets, within the required timescales and deadlines. 10 To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times. To undertake any other site and facilities duties, as required. 11 To undertake financial duties and recording, as required by the Director/Senior Manager and, in conjunction with colleagues. 12 To be responsible for the day-to-day supervision of the Administration Team having oversight of the processes and work demands for all areas of the teams, ensuring appropriate prioritisation of work to meet deadlines. To directly supervise the staff in SSOCS & Stroke Administration Team on a daily basis. Including all aspects of first line management for the team and allocation of their work on a daily, weekly, and monthly basis. This includes: Taking into account the experience, skills set and availability of staff, to allocate work to take into account changes in staff availability and the changing demands of the service. To support the Admin Team Lead to ensure that there is sufficient staffing cover over all services supported by The Administration Team. To monitor and update the mandatory training for the team, ensure the staff remain compliant and to rectify any issues as required. To monitor sickness absence and to complete absence documentation, including welcome back meetings and supporting staff who are absent from work. To undertake appraisals and regular supervisions with all team members, dealing with any issues which may arise. Ensure that all supervisions are well documented, and any subsequent actions are completed. Ensure there are robust and effective systems in place to ensure excellent communication within the team and to regularly update staff of any changes to the service. Responsible for shared mailboxes. Assist with shortlisting and interviews. Liaise with procurement for accommodation requests in hotels etc. 13 To act as first point of contact for any queries on a daily basis in relation to processes, problems, complaints and if needed refer these to the Admin Team Lead. To implement policies for own work area and propose changes, as necessary and demonstrate own duties to new starters. 14 To be committed to working within a changing environment, responding positively to new demands and changes. To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to the Admin Team Lead. 15 Create and design administrative processes and regularly review to ensure they meet the needs of the service and the organisation. 16 To provide training and support to colleagues include inducting and training new starters, temporary staff and apprentices when required as directed by the Admin Team Lead. 17 Provide cover in other departments, including Reception, during periods of absence, as directed by the Admin Team Leader or Business Support Manager. This may require travelling to other sites. 18 It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures. 19 To attend relevant meetings. These may be virtual or in person. This may require travelling to other sites

Processing all incoming and outgoing correspondence; clinical and non-clinical, paper and electronic Audio typing clinical referrals, medical reports, medical certificates, general correspondence as requested Dealing with and troubleshooting and managing queries from doctors using a variety of communications (SystmOne, GP patient tasks, Outlook, Crescendo etc) Liaising with patients on behalf of the GPs. Liaising with hospital secretaries and out-patient services regarding consultant appointments for both NHS and private patients. Managing and processing medical reports logging requests, preparing dictated reports and invoices Managing, booking and monitoring appointments for all UMS consultant referrals on the national electronic booking system Maintaining accurate electronic records of all verbal and written communication within organisational systems (Clinical SystmOne, spreadsheets) Liaising with the UEA and Student Services, being mindful of confidentiality at all times. Coding medical records Assist with the registration of new patients Using own initiative to work out answers to queries, making phone calls to outside agencies when necessary eg; chasing up clinic letters locally and in other parts of UK, finding out when appointments will be. Managing and processing university medical certificates Redacting medical records (SARS subject access requests) accordingly and in line with protocols Chasing unpaid fees as requested by Business Manager Receiving and making telephone calls, taking/passing on messages accurately and timely in a courteous, professional manner. Maintaining internal and external telephone lists and contact details ensuring they are up to date Maintaining, receiving, ordering and accurately replenishing stationery stock Working with colleagues to help develop systems within the office to support the clinical and administrative staff, increase communication and increase time efficiency as the practice extends. To contribute towards an electronic filing system, to allow easy access to past work by all clinical and support staff to aid the practice to become more paperless Staff may be asked to undertake additional hours to cover for the holidays and illness of their colleagues. Please note: This job description is not exhaustive. You will also be required to carry out any other duties appropriate to this post, under the direct of the Doctors and Management. Full training and support provided in-house. Confidentiality must be adhered to at all times. There are some restrictions on taking annual leave during our busiest periods.

What skills and experience we're looking for

Qualifications: • Good numeracy and literacy skills/GCSE (or equivalent) Maths and English

Experience: • General or administrative experience • Fully competent at using ICT • Confident in use of Google suite and/or Office 365

Skills, Knowledge: • Ability to work on own initiative • Positive can-do attitude • Able to build good working relationships with stakeholders • Confident in prioritising day to day workload

What the school offers its staff

The Inspiration Trust offers all staff a range of benefits via our ‘my lifestyle' portal. All eligible staff will have access to a range of benefits from salary sacrifice schemes and employee discounts.

Commitment to safeguarding

Inspiration Trust is committed to safeguarding and all staff appointments are subject to satisfactory references and enhanced DBS checks. You will be required to provide references and undertake an enhanced Disclosure and Barring Service Check. This school is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. We are an equal opportunities employer.

For more information on working for the Trust, please see the attached Job Description and Person Specification or contact the Hiring Manager.

Please see the job description and person specification attached to this job advert for full details on the role.

What skills and experience we're looking for

Qualifications: • Good numeracy and literacy skills/GCSE (or equivalent) Maths and English

Experience: • General or administrative experience • Fully competent at using ICT • Confident in use of Google suite and/or Office 365

Skills, Knowledge: • Ability to work on own initiative • Positive can-do attitude • Able to build good working relationships with stakeholders • Confident in prioritising day to day workload

What the school offers its staff

The Inspiration Trust offers all staff a range of benefits via our ‘my lifestyle' portal. All eligible staff will have access to a range of benefits from salary sacrifice schemes and employee discounts.

Commitment to safeguarding

Inspiration Trust is committed to safeguarding and all staff appointments are subject to satisfactory references and enhanced DBS checks. You will be required to provide references and undertake an enhanced Disclosure and Barring Service Check. This school is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. We are an equal opportunities employer.

To undertake all reception duties, as required, in a pleasant and courteous manner with patients, visitors and other hospital staff. To liaise directly with Radiographers and other departmental team members, relaying information accurately and promptly. To undertake and update Soliton, ICE and PAS training to enable the post holder to carry out their duties accurately and efficiently to ensure the efficient running of the department. To be able to check ICE for electronic requests and deferred orders and register new patients on PAS in a timely manner to ensure the efficient running of the department. To undertake PAS training to enable the checking, amending and registration of patient demographic details as necessary and the checking of patient activity within the hospital, including changes to clinic appointments. To input and scan all paper referrals into Soliton (RIS) accurately and promptly to ensure information is up to date. To greet patients, check referral details, record/verify the attendance on Soliton (RIS) and direct to the waiting area. To greet pre-booked patients, locate and validate appointment referrals details on Soliton and direct to the waiting area. To use electronic work lists to schedule patient appointments according to clinical priority, associated waiting times or future clinic dates ensuring all capacity is utilised. To schedule patient appointments in turn and according to their clinical priority either by phone or by letter ensuring they are booked into the correct scheduling location according to the availability of Radiographers. To flag to immediate manager when there is a capacity shortfall that would result in patients breaching targets. Please see the attached job description for full details.

Deal efficiently and effectively with direct and indirect (i.e., telephone, face to face) enquiries from patients, all levels of medical and nursing staff, GPs, other hospitals and other health professionals and staff, in a courteous and confidential manner and provide assistance as required. Respond to enquiries, providing routine and non-routine information and non-clinical advice, resolving problems where possible. Communicate appropriately with patients who may be fearful, aggressive or have sensitive concerns needing reassurance and who may present difficulties in communication e.g., terminally ill patients, deaf patients, mentally ill patients, and elderly confused patients. To provide a support service to the technical, secretarial, medical, and nursing staff of the department. Assist patients and their carers by arranging translation/interpretation facilities via Trust interpreter provider. To ensure the smooth transition of hospital records to satellite pacemaker clinics at other sites. To collect, provide and maintain statistical data for referrals and in-patient/out-patient pacemaker clinics and ICD follow up, for the purpose of aiding the Head Pacemaker Technician in auditing work activity. To liaise with the Pacemaker Technicians in the organisation of pacemaker follow up sessions for patient during Radiotherapy treatment. To maintain the various filing systems and record books within the department and provide a filing system for all departmental staff to use. Frequent bending, lifting and transportation of heavy bulky case notes. Please refer to the Job Description for the full specification of responsibilities and requirements for this post.

What skills and experience we're looking for

Qualifications: • Good numeracy and literacy skills/GCSE (or equivalent) Maths and English

Experience: • General or administrative experience • Fully competent at using ICT • Confident in use of Google suite and/or Office 365

Skills, Knowledge: • Ability to work on own initiative • Positive can-do attitude • Able to build good working relationships with stakeholders • Confident in prioritising day to day workload

What the school offers its staff

The Inspiration Trust offers all staff a range of benefits via our ‘my lifestyle' portal. All eligible staff will have access to a range of benefits from salary sacrifice schemes and employee discounts.

Commitment to safeguarding

Inspiration Trust is committed to safeguarding and all staff appointments are subject to satisfactory references and enhanced DBS checks. You will be required to provide references and undertake an enhanced Disclosure and Barring Service Check. This school is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. We are an equal opportunities employer.

The following skills and experience will be required and are essential for the successful candidates: Support the PALS and Complaints team to deal efficiently and effectively with direct and indirect (i.e. telephone, face to face) enquiries from patients, all levels of medical and nursing staff, GPs, Social Services and other health professionals and staff. Record all enquiries, provided including routine and non-routine information and non-clinical advice. Support resolving problems where possible. Communicate appropriately with patients who may be fearful, aggressive or have sensitive concerns needing reassurance and who may present difficulties in communication e.g. terminally ill patients, deaf patients, mentally ill patients and elderly confused patients. Attend to all communications, for example, emails, and letters, phone calls, on a daily basis and prioritising and actioning as required. Accurately record all correspondence. Generate routine and non-routine correspondence independently. Assist patients and their Carers by arranging translation/interpretation facilities. Update DATIX and other internal systems. Assist the PALS and Complaints Team with data management utilising PAS and other departmental patient databases. Assist PALS and Complaints cases and investigations, recording results and outcomes, escalating to senior staff as required. Please refer to the Job Description for the full specification of responsibilities and requirements for this post.

To undertake all reception duties, as required, in a pleasant and courteous manner with patients, visitors and other hospital staff. To liaise directly with Radiographers and other departmental team members, relaying information accurately and promptly. To undertake and update Soliton, ICE and PAS training to enable the post holder to carry out their duties accurately and efficiently to ensure the efficient running of the department. To be able to check ICE for electronic requests and deferred orders and register new patients on PAS in a timely manner to ensure the efficient running of the department. To undertake PAS training to enable the checking, amending and registration of patient demographic details as necessary and the checking of patient activity within the hospital, including changes to clinic appointments. To input and scan all paper referrals into Soliton (RIS) accurately and promptly to ensure information is up to date. To greet patients, check referral details, record/verify the attendance on Soliton (RIS) and direct to the waiting area. To greet pre-booked patients, locate and validate appointment referrals details on Soliton and direct to the waiting area. To use electronic work lists to schedule patient appointments according to clinical priority, associated waiting times or future clinic dates ensuring all capacity is utilised. To schedule patient appointments in turn and according to their clinical priority either by phone or by letter ensuring they are booked into the correct scheduling location according to the availability of Radiographers. To flag to immediate manager when there is a capacity shortfall that would result in patients breaching targets. Please see the attached job description for full details.