Are you a motivated and organised individual looking to make a difference in a meaningful environment? We are seeking a part-time Administration Assistant to join our dedicated team supporting the delivery of high-quality hospice services.
We are recruiting for someone who could work a minimum of 22.5 hours ideally a Wednesday, Thursday and Friday however there is some flexibility with how the hours are worked.
We do not have sponsorship status and therefore all our offers are made conditional upon our candidates submitting evidence of their right to work in the UK in conjunction with our other pre-employment checks.
Main duties of the job
In this varied and rewarding role, you'll provide essential administrative and reception support, ensuring the smooth day-to-day running of our services. From maintaining accurate patient records to being a friendly and professional first point of contact for patients, visitors and staff, your role will be vital to our team's success.
Key responsibilities of this role will be:
* General admin duties such as data entry, filing, photocopying, and correspondence handling
* Supporting clinical and non-clinical teams with administrative tasks
* Managing reception duties including greeting visitors and handling telephone/email enquiries
* Coordinating meeting logistics and managing incoming/outgoing mail
* Ordering and maintaining supplies in line with finance procedures
Our ideal candidate will have:
* Excellent communication and organisational skills
* Confidence in using IT systems and handling sensitive information
* A friendly and professional approach to customer service
* An ability to work independently and as part of a team
What we can offer you in return:
* Generous annual leave entitlement of up to 41 days
* Extensive employee discounts on shops, holidays and lifestyle choices and Blue Light Card discounts
* Free on-site parking
* Training and development opportunities
* A supportive and friendly working environment
About us
Our mission is to provide excellent care and support to those living with life-limiting illness and to the people they care about, to enrich their lives and to contribute to the ongoing development of end-of-life care. We do this by placing our patients at the centre of everything we do, and through involving patients and their families in all decisions regarding their care.
We can only achieve this with the help of our amazing colleagues, by developing and recognising their contribution, and by sharing our knowledge and skills through education, audit and research.
Job responsibilities
The Admin Assistant provides a thorough administrative and clerical service to ensure theefficient operation of hospice services.
Thisrole includes maintaining accurate records, handling correspondence, supportingboth clinical and non-clinical teams, and providing a welcoming andprofessional first point of contact for visitors, patients, and staff.
Mainduties and responsibilities
Administrative Support
1.Provide general administrative support, includingphotocopying, scanning, filing, data entry, and updating waiting lists.
2.Maintain accurate patient records using hospicesystems, ensuring all documentation is up to date and in line with policy.
3.Act as a first point of contact for generalenquiries via phone, email, correspondence, or in person, resolving routinematters where appropriate.
4.Maintain filing and archiving systems, includingthe disposal of records in line with hospice policy.
5.Draft and produce letters, reports and otherdocuments as needed.
6.Book hospital transport and interpreters for serviceusers when required.
7.Handle all incoming and outgoing correspondence,including post, referrals, and email; prioritise and distribute appropriately,highlighting urgent items.
8.Manage outgoing mail and franking machine operations.
9.Order and maintain stock of office and wardsupplies, ensuring compliance with purchasing and finance procedures.
10.Provide flexiblecover for colleagues and reception as needed, adapting to service demands.
11.Schedule meetings and appointments, prepare rooms,take minutes, and circulate agendas and action points.
Reception Duty
1.Serve as the first point of contact for patients,carers, visitors, and teams, providing a warm welcome and directing enquiriesappropriately.
2.Greet, sign in, and assist all visitors, ensuringthey are guided to the correct person or department.
3.Manage incoming calls, emails, and queriesprofessionally taking accurate messages, providing information, and redirectingas needed, while maintaining confidentiality.
4.Oversee patient flow in waiting areas, promoting acalm and efficient environment.
Person Specification
Experience
* Organised and able to manage time effectively
* Experience of working as a team
* Knowledge of confidentiality
* Experience of working in a healthcare environment
IT
* Good basic IT skills
* Knowledge of Microsoft applications (Word, Excel, Powerpoint, Outlook)
* Previous experience of electronic patient information systems
Qualifications
* Functional Skills Level 2 in Maths and English or O Level/ GCSE in Maths and English at grade C or above
Personal
* Compassionate, empathetic, and respectful in dealing with patients and families
* Flexible and adaptable to meet the changing needs of the service
* Willing to learn and develop new skills
Communication
* Excellent verbal and written communication
* Ability to communicate sensitively with patients, carers and staff about their health needs
* Ability to communicate at all levels within the hospice
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