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Job Title: Administrative Assistant

Trust: Royal Devon University Healthcare NHS Foundation Trust

Location: Exeter, Devon, EX2 5DW

Hours: 37.5 Hrs Per Week

Duration: Until the End of April

Work Pattern: 08:30am - 4:30pm

What you’ll be responsible for:

Job Purpose:

* Provide a professional, efficient and accurate administrative support function

* Undertake general clerical duties

* The post holder, may support either a medical or a non-medical team, and will support the team to provide an effective and timely service

* Provide excellent customer care which may include communication with distressed and anxious patients and relatives, treating them with tact and empathy

* Ensure all information is secure and confidentiality of information is maintained at all times

* Ensure the professional image of the Trust is maintained at all times .

KEY RESULT AREAS/PRINCIPAL DUTIES AND RESPONSIBILITIES:

Administrative functions:

* Ensure all paperwork/electronic notes are actioned; escalating any work or decision making as required.

* Make and receive telephone calls both external and internal according to Trust standards

* Ensure all data whether paper based or electronic is stored, retrieved and archived according to Trust standards and maintaining data protection requirements.

* Update IT databases with accurate information as directed

* Organise diaries for any simple meeting requests, contacting attendees as required.

* Carry out filing, photocopying, typing of emails and simple letters as requested by team.

* Print out reports or paperwork necessary for the efficient functioning of the department, including meeting agenda items etc.

Communication:

* Open and deal with post, ensuring any urgent and/or important communications are actioned efficiently

* Answer the telephone within 4 rings, dealing with enquiries in a professional efficient manner.

* Take messages, ensuring they are actioned and/or received by the correct recipient. Communicate effectively including discussion and written communication

* Provide help and support as required to patients and relative who may be anxious and distressed.

* Provide excellent customer care, in a calm and professional manner – some situations may be challenging

* Organise and supporting meetings through effective communication

Additional Responsibilities:

* The post holder will be expected to carry out any other duties as required, commensurate with their pay band

* The post holder will be required to facilitate and support new starters to carry out their role

* The post holder will understand the limitations of the role and how to access support

You’ll have the following skills/experience:

Skills:

* Excellent planning & organisational skills

* Ability to prioritise workload to respond to changing demand

* Ability to liaise and communicate with staff at all levels

* Excellent interpersonal & communication skills inc. demonstrating empathy & sensitivity to patients and relatives

PERSONAL ATTRIBUTES:

* Enthusiastic highly motivated & committed to delivering a service. Understand team work and work within a team

* Able to plan and organise workload. Able to prioritise own work load and meet deadlines. Ability to work un-supervised. Can remain calm and professional in a busy environment

EXPERIENCE:

Previous clerical experience

System Knowledge:

EPIC desirable

Excel desirable

Hospital Experience - Essential