Job overview
The post holder will be need to be professional, well-organised, team orientated, experienced and highly motivated to join our multi-disciplinary team in the role of Supervisor / Administrator for 37.5 hours per week within our Switchboard and Helpdesk team which is a small, friendly team.
The post holder will be proficient using excel, word and outlook, be able to use multiple NHS application systems. Must have excellent organisation skills and the ability to multi task and prioritise with a flexible approach to work and remain calm when under pressure.
Sponsorship is not available for this position
Main duties of the job
The post holder will need excellent communication and customer service skills and be able to lead and manage a team with attention detail
The postholder takes a key role in all aspects of Switchboard and Patient Transport, a full range of admin support tasks for the team. The successful candidate will be responsible for a wide range of general office administration across the team
Based within a busy environment, the post holder will have responsibility for providing a confidential, professional, efficient and responsive administrative support service including supporting the lead, collating figures and producing reports.
Working for our organisation
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Our values
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job
Detailed job description and main responsibilities
MAIN DUTIES AND RESPONSIBILITIES:
Provide welcoming, efficient focal point of communication for all medical, professional and allied medical staff, within the Trust, with external organisations and with Transport clients.
Use judgement, empathy and tact to determine and facilitate a successful outcome when managing verbal and written communications.
Work independently and manage own workload effectively.
Collaborate effectively with wider MDT to achieve departmental goals.
Ensure that all administrative processes are up to date, fully functional and correctly followed.
Be highly proficient in use of Rotawatch Administrator, 4K telephone system and OSV, Contact Centre administration, Emergency Radio System and Bleep System.
Be proficient using different IT software ie Word, Excel, Outlook and standard database creation/data entry.
Provide specific administrative support for Telephone Issues and Transport Clients
When required and working within defined boundaries, directly communicate positive/negative outcome information to designated clients and facilitate treatment via patient transport service.
When needed, identify/resolve/escalate actionable results queries, liaising effectively with all Trust staff members.
Shared responsibility for accurate/timely entry of staff hours/leave on Healthroster system.
Order resources and services using Insight procurement system.
Hold Supervisor rights for trouble-shooting, report writing and management of Incidents.
Type staff letters/reports with accuracy and within agreed timelines.
Support all staff to create presentations, reports etc.as required.
Organise regular and ad-hoc service meetings, recording minutes and action logs.
Liaise closely with other Admin staff to ensure tasks are robustly coordinated and covered in colleagues’ absence ie mandatory reports are collated/submitted etc.
Support and cover duties on Switchboard when required including Night and Unsociable hours and at short notice to cover Sickness and Annual leave in the departments when required.
Demonstrate a committed, proactive approach to own appraisal and Personal Development Plan.
Be a positive role model.
Person specification
Experience
Essential criteria
1. Proven Experience in administration
Desirable criteria
2. Previous Experience in the NHS
Qualifications
Essential criteria
3. Maths & English GCSE level 3 or above
Desirable criteria
4. Typing or Computer Science A Level
Communication Skills
Essential criteria
5. Good Communication Skills Written and Grammer
Desirable criteria
6. Equality & Diversity skills
Personal Characteristics
Essential criteria
7. Judgement and Attitude
Desirable criteria
8. Flexible approach