Job description
JOB DESCRIPTION
JOB TITLE : Higher Clerical Office - Band 3
DEPARTMENT: Head of Service for Hospital / Nursing
BASE: Lakeview Hospital, Gransha Park
MAIN DUTIES & RESPONSIBILITIES
To support hospital managers by undertaking a full range of administrative duties
Updating and checking staff records on sharepoint for training, annual leave, sick leave, registrations etc.
1. Maintenance of an efficient filing system, brought forward system, mail distribution, photo copying, binding and ensure
2. relevant files are available for meetings.
3. Open and record incoming mail and direct correspondence for the Team or otherwise deal with routine items.
4. Facilitate communication within the department by liaising with relevant staff
5. Dealing with telephone calls and enquiries and taking relevant action as appropriate.
6. Type letters, reports and minutes. A high level of word processing skills will be required and the post holder will also be required to develop skills on Microsoft Office software and other computer packages as and when required.
7. Organise meetings and take minutes when required.
8. Inputting to other systems and databases as required.
9. Retrieval of data from the Datix system for use at meetings etc.
10. Maintenance of petty cash floats ensuring they are regularly and accurately reimbursed. Responsible for proper receipting and accountability for any monies received.
11. Management of stationary stock levels throughout the department using stock catalogue and non-stock requisitions so levels of stock are adequately maintained.
12. General office duties and any other tasks appropriate to the post.
ESSENTIAL CRITERIA
Experience & Qualifications:
5 GCSE's (Grades A-C) to include English Language and Maths or equivalent of higher education standard and one year's administrative / clerical experience;
OR
NVQ Level 2 in Business Administration or equivalent or higher educational standard and one year's administrative / clerical experience;
OR
Three year's administrative / clerical experience;
In addition to one of the above, 6 months experience using Microsoft Office including Outlook, Powerpoint, Excel and word is also essential.
Skills / Abilities
Ability to manage workload effectively and meet tight deadlines
Ability to use initiative
Effective communication and interpersonal skills
Experience working as part of a team with successful outcomes
Knowledge
Experience preparing and collating data
Provide examples of co-ordinating meetings and note taking
Provide examples of working with Microsoft Office including Outlook, Powerpoint, Excel and Word