Admin Support Assistant

Admin Support Assistant Twitter @NHSWI Facebook facebook.com/NHSWesternIsles Web wihb.scot.nhs.uk Western Isles Health Board The best at what we do Job Advert Administration Assistant NHS Western Isles Salary £21,709 - £23,603 per annum (Band 3) Plus Distant Islands Allowance of £1,117 per annum 37.5 hours per week Fixed Term Contract until March 2023 NHS Western Isles is looking to employ an Administration Assistant to provide support to the Public Health & Health Strategy Division based in the Health Board Offices, Stornoway. Tasks will range from scheduling and servicing meetings, dealing with public enquiries and general administration support to staff within the Division. The post holder must have previous experience of working in an office environment and have excellent IT skills, good communication and organisational skills and experience of administration systems and must be able to demonstrate an ability to work on their own initiative but also as part of the administration team. A qualification in Business Administration or Office Management – SVQ level 3 is essential. This post is not eligible for relocation expenses. For further information or an informal discussion on the post, please contact Janet MacKenzie on [email protected] or 01851 708033. All NHS Western Isles vacancies appear on the NHS Scotland website https://apply.jobs.scot.nhs.uk/ along with a job description. Any further queries please contact 01851 762000. FINAL CEO 12.11.20 NHS WESTERN ISLES JOB DESCRIPTION 1. JOB IDENTIFICATION Job Title: Admin Support Assistant Department(s): Public Health Responsible to: Director of Public Health Job Holder Reference: No of Job Holders: 1 2. JOB PURPOSE To take overall responsibility for the provision of comprehensive and efficient admin support services to the Public Health Department. To create and maintain effective working relationships at all levels, internal and external to NHS Western Isles. JOB SUMMARY To provide a comprehensive administrative and secretarial service to the Public Health Department. To ensure the smooth day-to-day running of the office and organise workloads accordingly. To work as part of the Public Health Administration Team to support all staff within the Department. Responsibilities will include the organisation and co-ordination of meetings, distributing agendas, minute taking, administrative support for the Department and disseminating information to a range of internal and external contacts. The post-holder will be expected to demonstrate initiative and have the ability to work unsupervised, actioning and prioritising work as delegated. The post-holder will accommodate pro-active and reactive situations within his/her planning processes. To maintain systems which will assist in the efficient running of the service. FINAL CEO 12.11.20 3a. ORGANISATIONAL CHART Director of Public Health PA to the Director of Public Health Admin Support (this post) 4. MAIN DUTIES/RESPONSIBILITIES Professional Duties Responsible for the delivery of secretarial and administrative services as required by the Director of Public Health. To provide a comprehensive service to the Department, ensuring that their needs for secretarial, administrative and clerical support are met in a timely and efficient manner. This will include a wide range of duties. To manage and prioritise all incoming and outgoing correspondence. To receive and respond to incoming telephone calls, redirecting them where appropriate and/or necessary. To make outgoing telephone calls at own discretion or as required by senior staff. To demonstrate a high level of discretion and confidentiality while ensuring that responses to deadlines are met. To provide administrative, secretarial, and clerical support to the Department involving: typing of letters, memos and reports, preparation of correspondence, preparation of documents and producing reports using Microsoft software, using e-mail facilities as appropriate. Organisation of diary/workload management – co-ordinating activities of senior managers, staff, and other agencies for meeting planning and appointments. Organise and co-ordinate meetings, workshops and events requiring effective planning and organising, including; drafting agendas, taking and transcribing minutes and disseminating information. Implement and maintain effective manual and electronic filing systems. To respond to new demands in the role and to build those responses into sustainable systems and activities. To act as the first point of contact for most callers, including members of the public, senior staff and officials from a wide range of organisations and government bodies, determining their requirements and the appropriate process of responding. FINAL CEO 12.11.20 Able to plan and prioritise own work effectively with good time management skills. Required to be flexible and work as a team with peers in order to ensure administrative cover is provided across the whole Department Patient/Client Care Ensure all contact with patients/clients/the general public is handled professionally with the appropriate level of urgency and confidentiality. Communication Skills Communicate professionally and effectively with a variety of people at all levels internal and external to the service, including national bodies such as Public Health Scotland. Handle confidential and sensitive information/enquiries with senior managers, clinical staff, service users and other agencies with tact and diplomacy. On occasion there will be barriers to understanding when dealing which the post-holder will be expected to manage creatively. The post-holder will receive, provide and process a wide variety of sensitive and confidential information, which should be processed professionally in line with the nature of the information in question. To deal with and progress requests from outside agencies, liasing with contacts as needed and ensuring work is completed to deadlines. Ensuring a customer-friendly service is provided in dealing with incoming calls and requests for information, completing them on initiative when appropriate or re-directing them where necessary. Information Management Ensure the necessary precautions are adhered when transferring information, only disclosing patient identifiable information in line with Caldicott and the Data Protection Act Policy/Service Development Work within and adhere to Board policies and procedures to maintain consistent standards. May be asked for views on appropriate policies and procedures Financial and Physical Arrange travel and accommodation both inter-island and mainland. Process all purchase orders, invoices, accurately and in a timely manner for the service Ensure that faults/breakages/problems with equipment are reported to the relevant department and ensure the work is carried out. FINAL CEO 12.11.20 Freedom To Act To exercise initiative in responding to requests for information/action, including referral to appropriate senior staff, particularly in politically sensitive situations. To ensure that the relevant staff of the Team are contacted and briefed appropriately and in a timely manner on all important matters and developments. The post-holder should be confident in using their own judgements in resolving matters and working on initiative, however, understanding when matters should be referred to their line manager who is available to refer to. Effort and Environment To plan for situations, which are known; and to be able to re-prioritise work to accommodate unexpected situations and interruptions. The post-holder will be required to transcribe minutes and produce reports on behalf of the service and in doing this will be required to concentrate for periods of time to ensure accuracy. The post-holder will be required to have a high level of keyboard skills with proven ability to produce accurate reports at speed in the face of frequent interruptions and changing priorities. Will be required to occasionally handle awkward and heavy loads of low to medium weight, such as boxes of stationery. High percentage of work is computer based therefore sitting in a restricted position for long periods of time is required The post-holder will be expected to cope with stressful situations, tight deadlines and conflicting priorities. Equality and Diversity & Equal Opportunities The post-holder must carry out all duties and responsibilities of the post in accordance with the Board’s equal Opportunities and equality and Diversity policies, avoiding unlawful discriminatory behaviour and actions when dealing with colleagues, service users, members of the public and all other stakeholders. 5 KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB A qualification in typing, Secretarial, Business Administration or Office Management – SVQ level 3. Previous experience of working within a team in an office environment Experience of servicing management level meetings, including minute-taking and co- ordinating cyclical meetings Ability to deal with issues of a highly confidential nature which require a high degree of tact and diplomacy Standard Keyboard skills FINAL CEO 12.11.20 Good computer skills Excellent organisational skills Ability to work on own initiative and prioritise tasks Ability to demonstrate good written and oral communication skills Previous knowledge of Health Service is desirable. Awareness and familiarity with Health & Safety guidelines relating to the office environment. 6. SYSTEMS AND EQUIPMENT Personal computer/printer Microsoft Office (Word, Excel, Access, Project)

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