Administrative AssistantNHS

Job summary

North Tyneside Talking Therapies and Specialist Community Psychology Service are seeking two proactive and dedicated Admin Assistant's to provide clerical support.

The successful candidate's will have prior experience working in a fast-paced admin office and possess excellent communication skills, both in-person, virtually and over the telephone. This role requires the ability to handle sensitive and potentially distressing information, communicated both verbally and in writing, demanding resilience and discretion.

Key responsibilities include the ability to effectively prioritise workloads, demonstrate flexibility in response to changing demands, and address urgent queries from staff and patients promptly and professionally.

Candidates must have strong word processing and IT skills, with proficiency in a variety of Microsoft Office applications and be able to use the telephone and computer simultaneously on a daily basis.

Working Hours: 37.5 total hours available to be split across two separate posts.

• Monday: negotiable but must be to 5:00 pm
• Tuesday: negotiable but must be to 5:00 pm
• Wednesday: negotiable but must be to 5:00 pm
• Thursday: 11:30 am - 7:30 pm
• Friday: negotiable but must be to 5:00 pm

Flexibility to cover staff absences as needed is essential.

Please note we reserve the right to close this vacancy prior to the closing date once the required number of suitable applications have been received.

Main duties of the job

• Handling enquiries from staff, patients, and healthcare professionals via telephone, face-to-face, and online/virtual platforms, ensuring appropriate transfer of calls and accurate, timely recording of information.
• Logging referrals from various sources, managing appointment bookings using computer systems, and making and receiving calls as necessary. Dispatch correspondence to patients and healthcare professionals through both postal and electronic channels. To assist with the sorting and distribution of incoming and outgoing mail. Must be able to print and fold a vast number of letters.
• Maintain accurate records of incoming and outgoing goods and services as delegated. Distribute reports, meeting minutes, and other documents as instructed. Utilise various IT systems to support service development and audit activities.
• Contribute to the review, redesign, implementation, and evaluation of administrative systems and processes to enhance service efficiency.
• Maintain electronic diaries for room bookings and ensure filing systems, both manual and electronic are organised and accessible. Assist in retrieving required information or files as needed. Perform data entry tasks on local databases, Excel spreadsheets, and patient computerised records. Scan documents into the patient record system with accuracy and attention to detail.
• Consistently adhere to all relevant policies and procedures. Participate in mandatory training and professional development activities as required.

Job description

The post holder will work with individuals from diverse cultural backgrounds and across various age groups, supporting people experiencing a wide range of mental health challenges. They will demonstrate a strong commitment to respecting diversity and promoting equality of opportunity.

They will uphold the importance of individuals rights and consistently act in accordance with relevant legislation, policies, and procedures. The post holder will exemplify compassionate and inclusive leadership, contributing to the development of a collective leadership culture within the Trust.

This includes demonstrating a consistent leadership approach that: engages, enables, and empowers others. Utilises coaching techniques to foster ownership of learning and drive quality improvement. Promote effective teamwork and collaboration within and across teams, departments, and organisational boundaries.

About us

We manage three major locality hospitals at North Tyneside, Wansbeck and Hexham, plus a number of smaller community hospitals and clinics from Tynemouth to Berwick on Tweed, covering one of the largest geographical areas of any NHS trust in the country. Leading in innovation and quality - opening a state of the art Northumbria Specialist Emergency Care Hospital, the first of its kind in England. Do you want to work in one of the best performing NHS organisations in England?

Work in an organisation that supports its staff and focuses on staff experience as much as it does the experience of its patients? You can live and breathe in an area that has the cleanest air, cost effective living, great nightlife, some of the best schools with a wealth of history available on your doorstep.

Sound too good to be true? Well it isn't, this is what you get when you work for Northumbria Healthcare, this is the Northumbria Way!