An experienced administrator is required to undertake general administrative duties within a busy office environment. An integral part of the post-holder’s duties will be answering the centralised electronic appointments line, booking therapy appointments and dealing with patient queries. A high degree of accuracy and attention to detail is therefore required as well as an excellent telephone manner.
Other duties will consist of data input and general admin which may include detailed correspondence; therefore the post-holder will have word processing skills Level 3.
The successful candidate will possess sound communication skills, both written and verbal, a good working knowledge of computerised systems including Oasis appointments system, as well as the ability to work as part of a team and meet deadlines. In addition, the post-holder will have relevant experience of admin, typing, maintaining spreadsheets, together with recent experience of dealing with the public. A degree of flexibility is also required to meet the changing needs of the service.
This is a fixed term post for up to 9 months to cover maternity leave.
Main duties of the job
To provide a comprehensive effective and efficient administrative support service to Dudley MSK Service. The post holder will work with supervision and at times will work alone. The post holder will
therefore be expected to contribute towards organising their own day to day work tasks and activities by co-operating with the weekly ‘tasks’ distributed. In dealing with queries from patients, practices
and other NHS bodies, the post holder will be expected to exercise their judgment in applying statutory regulations and local policies in order to resolve routine matters. More complex queries should be referred to the Administration Lead or other senior staff members. The role will include a
high degree of communication mainly telephone and occasional face-to-face. Referrals are received via E-referral and appointments are booked electronically via a very busy appointments system.
Working for our organisation
At the Dudley Group our patients and staff are at the heart of all that we do and that is to provide a world class service that aligns with our vision of “excellent health care, improved health for all”. We are seeking to recruit staff who share our vision and values of making Dudley Group an incredible workplace.
As part of the NHS People Promise, your wellbeing is our priority, and we are committed to ensuring our employees achieve a healthy work-life balance supported by our and by making reasonable adjustments where possible. We believe no-one should have to sacrifice family, friends, or their personal interests for work. We are a modern employer able to attract and retain high quality staff through our commitment to the NHS People Promise.
As an employer, we foster an inclusive environment where everyone feels valued, supported, and empowered to contribute their best. We want to ensure that our workforce is representative of the population we serve. More information - inclusive practice people promise.
Dudley Group offer many opportunities for our staff to develop and grow within their roles through our Learning & OD Team. These include topics such as communication, wellbeing, team development, cultural competency, and values.
Please click below to view our EDI page: Equality, Diversity, and Inclusion - The Dudley Group NHS Foundation Trust (dgft.nhs.uk)
Detailed job description and main responsibilities
We are committed to home life balance through flexible working and making reasonable adjustments where possible.
Please refer to the job description for full details of the main duties and responsibilities that the post holder is required to undertake
Person specification
Qualifications & Education
Essential criteria
1. GCSE or equivalent in English & Maths - Grade C or above
2. Level 3 in Business Administration or equivalent experience
Knowledge and Training
Essential criteria
3. Computer literacy with knowledge of excel, word, powerpoint in particular
4. Commitment to training and supporting others
Desirable criteria
5. OASIS system / E-referral knowledge
6. Experience of managing conflict, frustration or complaints
Experience
Essential criteria
7. Previous Administration experience
8. Experience of handling calls and enquiries
9. Ability to work with confidential material and maintain confidentiality
Desirable criteria
10. Previous experience working in the NHS/Healthcare environment
Communication & Relationship Skills
Essential criteria
11. Excellent verbal / written skills
12. Interpersonal and excellent communication skills
13. Positive and respectful of other people’s differences
14. Positive and respectful of other people’s differences
15. Professional approach to work and colleagues
Analytical & Judgement Skills
Essential criteria
16. Good time management and ability to work to deadlines
17. Good team player and ability to work alone
18. Able to cope with different and competing demands demonstrating good prioritisation skills
Planning & Organisational Skills
Essential criteria
19. Excellent organisational skills
20. Accuracy and attention to detail
21. Enthusiastic and flexible to meet the needs of the service
Using AI for jobs applications:
Whilst we encourage the use of technology to help manage time and support innovation. However, it is your responsibility to ensure your application is personalised and clearly reflects your own skills and experiences. While AI can assist with drafting, it should only be used as a support tool. The content must be your own work and accurately represent your knowledge, abilities, and values. Over-reliance on AI-generated content may result in your application being rejected. A common issue arises when we receive multiple applications with identical or overly generic language.
The use of AI during assessments, including interviews, is not permitted unless it has been pre-approved as part of a reasonable adjustment. For digital interviews, you may be asked to provide a 360-degree view of your surroundings on camera and confirm that no additional devices are present. If we suspect AI is being used during an interview, we may pause the process to clarify or adjust our approach to questioning.
Caring for patients demands integrity, honesty, and accountability. We expect your application and participation to be authentic and a genuine reflection of your own experiences and values.
Applications from job seekers who require sponsorship to work in the United Kingdom (UK) are welcome and will be considered, dependant upon Job Role and Salary needed to meet the criteria for sponsorship, alongside all other applications. Please note that from January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless you have permission to work via another route. Non UK / RoI candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here Work in the UK.
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