Office Administrator

Job overview

To work within the Gynaecology Clinical nursing team; to support the health care professionals to deliver a high quality service.  The post holder will provide a support function and will need to possess high standard of clerical and organisational skills and have the confidence to deal with a variety of people, within this very busy department.

Actively participate in the provision of routine information, signposting and advice for patients and carers over the telephone, liaising with the CNS as appropriate.

Main duties of the job

General Typing, including GP and patient letters.

• Support administration duties to support patients on a fast track pathway, working alongside other  departments
• Use of telephone, ensuring accurate interpretation of messages is conveyed to appropriate personnel, demonstrating pleasant and professional manner at all times
• To liaise with a multidisciplinary staff as appropriate to ensure effective communication takes place at all times.
• Make hospital appointments, face-to face/ telephone or virtual
• Photocopying/scanning/printing

• Ordering and, Check deliveries

• Help implement systems and processes to support the teams
• Arranging room bookings & confirmations for meetings

• Taking notes at relevant meetings

• Typing minutes and distribution of meeting minutes Communication is often by email and applicants should be familiar with that technology
• To carry out general word processing and computer duties.
• Check stationary stock levels and order as necessary. Check deliveries upon arrival and deal with any issues relating to stationary orders.

Detailed job description and main responsibilities

• The post holder will adhere to the Data Protection Act and maintain confidentiality at all times.
• Applicants should have self-awareness as to the boundaries of their role, i.e. know when to seek advice rather than act independently.
• Liaise with departments and wards, in order to promote a good working environment, integration of research and open channels of communication.
• To set a high personal standard of work.
• Any other ad-hoc duties commensurate with the grade.
• Have a flexible approach to meet the needs of the service

Contribute to team meetings by:

• Sharing ideas Suggesting and developing improvements to systems and processes Taking responsibility for own agreed actions as appropriate Ensuring that the needs of the service continue to be met in the absence of colleagues Induction of new team members:
• Sharing ideas
• Suggesting and developing improvements to systems and processes
• Taking responsibility for own agreed actions as appropriate
• Ensuring that the needs of the service continue to be met in the absence of colleagues
• Induction of new team members: