Working within the remit of the National Framework for NHS Continuing Healthcare (NF) and Children and Young People’s Continuing Care (CYPCC), the post holder will provide individual-focussed administrative support to the AACCC service.
Main duties of the job
Provide specialist business administration support and advice to the teams and/or function.
Take telephone calls for the department and use initiative to deal with phone calls and messages.
Sort and prioritise all incoming mail and e-mail, distributing as appropriate.
Manage the electronic diary for the department, including arranging and changing appointments.
Undertake administrative duties such as photocopying and mailing distributions.
Ensure all urgent and/or confidential communications are received and distributed in a timely manner.
Organise and plan events as necessary, supporting with information material.
Support teams in project management and participate in department events.
Input, monitor and check data for finite and ongoing projects within the teams.
Work with all team members in the collection of information for performance reporting.
Act as a point of contact for teams, dealing with complex queries from stakeholders.
Support financial management by checking and sending invoices for payment and ordering stationery.
Working for our organisation
Please note it is proposed that this post will be in scope to transfer to Frimley Health NHS Foundation Trust (FHFT) on the 1 September 2026. If you are appointed prior to 1 September 2026, you will join Thames Valley ICB initially, but it is proposed that your employment will then transfer to FHFT in accordance with TUPE/ CoSOP regulations. If your start date is on or after the 1 September 2026 it is planned that you will be employed directly by FHFT from commencement.
Detailed job description and main responsibilities
The post holder will be a key point of contact for individuals and their families and will be required to show empathy and understanding inthis sensitive area of work.
The post holder will be required to maintain constructive working relationships with a broad range of internal and external stakeholders including local authorities and other NHS organisations and care providersto ensure a quality service is always delivered to individuals on the CHCand CYPCCpathways.
The post holder will be required to work under their own initiative as well as working as part of the wider business administration team and will demonstrate a willingness to help others and be a key member of the team with responsibility for specifically allocated tasks.
The post holder will be expected to follow set processes, prioritise their own workload and demonstrate initiative in order to fulfil the requirements of the post.
Providing a sensitive and efficient administrative support to theAACCteam and maintaining confidentiality of information relating topatients and their families.
Dealing with telephone calls and email enquiries, which may involve dealing with distressed or anxious family members. in an empathetic and helpful manner, taking messages and passing relevant information to theappropriatedepartment or team member
Booking patient reviews and having direct contact with, at times,distressed and anxious patients and their relatives, always treating them with tact and dignity
Oversight of the team email box and distributing emails to relevant team members in a timely manner .
Person specification
Qualifications
* Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Knowledge, Experience
* Significant administrative/ secretarial experience including initiating and maintaining office systems.
* Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
* Intermediate knowledge of IT systems and Microsoft applications, including [state main ones e.g. Word, PowerPoint, Excel.
* Understanding of Confidentiality and Data Protection.
Skills, Capabilities, Attributes
* Clear communicator with excellent writing, data entry and presentation skills and capable of constructing and delivering clear information/ instructions to colleagues and/or service users.
* Ability to work under pressure in a busy working environment and able to multi-task
* Effective team working.
* Minute taking.
* Ability to work without supervision.
* Able to work on own initiative, organising and prioritising own and others’ workloads to changing and often tight deadlines.
* Demonstrates commitment to continuous personal learning and development.
Employer certification / accreditation badges
You must have appropriate UK professional registration.
This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.
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