Higher Clerical Officer

Applications are invited for the fixed term post of Higher Clerical Officer based in General Administration.

If you enjoy a role with variety and you have a flexible approach to work, then playing a part in the Estates and Facilities General Administration service could be for you.

The service is responsible for the generic administration of the Division's managers and services in general across Estates and Facilities and this role will give the post holder the window to develop their knowledge and skills., The post holder will be responsible for providing confidential, accurate and efficient clerical and administrative support under the supervision of the Assistant to the Deputy General Administration Manager including:

• Cashiering responsibilities


• Assisting in providing full clerical/secretarial support including typing of letters, memos, minutes, taking notes, and other routine correspondence, which involves working to tight timescales and deadlines.


• Taking and making telephone calls, dealing with enquires, photocopying, and filing.


• Maintaining systems that assist and support service users in the performance of their duties


• Maintaining the confidentiality of the working environment


• Working flexibly with other admin colleagues to ensure that workload pressures and absences due to annual leave and sickness are dealt with appropriately by using available resources.


• Raising and receipting of E-procurement orders


• Assisting in the implementation of any database in use including, inputting & extracting data in line with departmental/Trust/national procedures


• Maintain filing system as agreed with the line manager and in line with Trust policies.


• Updating training records


• Dealing with routine correspondence from both internal and external sources


• Producing letters and other correspondence for service users using a range of software packages


• Ensuring the requirements of service users are organised to include room bookings, electronic diaries, monthly inventories, producing of the key packs for accommodation and accommodation diary


• Managing Outlook public calendars and mailboxes for Estates & Facilities


• Receiving and actioning tasks from the administration mailbox (emails)


• Sorting and distributing mail


• Working with colleagues in the team on the development of current and new services and other initiatives


• In meeting the needs of the organisation, you may also be required to provide cover in other areas following appropriate discussion.


• Any other duties which may be required by the manager
  
  An understanding of the need for confidentiality and previous administration experience is essential as is the ability to work both in a team and unsupervised.


The post will involve working across the wider General Administration service providing support of the highest quality as required depending upon staffing levels.

We are looking for an enthusiastic, flexible, motivated person. Flexibility is paramount as you could be asked to work on different sites or cover a shift at short notice to meet the demands of the service.

Strong IT skills are essential to this post as is being an excellent communicator with exceptional organisational skills. The post holder must have experience in minute taking.,
• GCSE English & Maths C or above/ Grade 9-4 or equivalent qualification


• NVQ 3 or equivalent qualification/experience


• ECDL or equivalent qualification, Customer care experience


• Admin experience


• Intermediate computer experience


Desirable criteria


• Previous NHS admin / office experience


• Experience in minute taking


• Experience in dealing with confidential information, Experience of Microsoft Office package


• Good Typing skills


• Communication skills


• Liaison skills


• Organisational skills


• Prioritise work loads


personal attributes

Essential criteria


• Flexible


• Team Worker


• Adapt to change


• Clear verbal communications


• Professional approach to work, in attitude, work ethic


• Self disciplined & motivated


Desirable criteria


• Car driver
  
  At East Lancashire Hospitals NHS Trust our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 9,500 staff, many of whom are internationally renowned and have won awards for their work., The Trust is an equal opportunities employer, committed to improving the working lives of our staff and operates a 'Zero Tolerance' policy to aggression, violence, bullying and harassment. In addition, our aim is to help protect children and vulnerable adults by providing a first-class service to the recruitment of people into positions of trust.


We aim to employ a workforce that reflects the diverse communities we serve.

We welcome applications from everyone irrespective of ethnic origin, gender, age, gender identity, sexual orientation, religion, marital status, disability or social background.

We especially welcome applications from members of our black, Asian and minority ethnic (BAME) communities, as we have identified that ELHT has an under-representation of BAME employees. Appointments will be made on merit.

It is important you are made aware of the following as regards your application to East Lancashire Hospitals NHS Trust

• Please note that the salary advertised is for full time hours. If this post is less than 37.5 hours per week, the salary will be pro-rata. For posts on Agenda for Change pay-scales, new entrants to the NHS will normally commence on the first pay point of the relevant band.


• This vacancy may close before the closing date if the recruiting manager deems sufficient applications have been received. Therefore it is advised to complete your application as early as possible to avoid disappointment.


• Please ensure you check the email account from which you apply regularly as we will use this to contact you regarding your application.


• Please note that shortlisting is completed anonymously with candidates being assessed against the essential criteria for the post. Therefore only applicants, who can clearly demonstrate how they meet our person specification criteria in their application, will be short-listed.


Disclosure and Barring Scheme (DBS)

If the role you are applying for is identified as either controlled or regulated activity as defined in in the Safeguarding vulnerable Groups Act (2006) any offer of employment is provisional upon a satisfactory DBS check being obtained.

The healthcare sector is exempted from the Rehabilitation of Offenders Act 1974.

In line with other NHS organisations in the North West Region, the Trust is now passing the charge for undertaking a DBS check on to candidates in the event they are successfully appointed into the post for which they have applied. Candidates can choose whether to pay this over 1-3 months as a deduction from the monthly salary. However, if you are applying for a post as a BANK worker, the payment must be made in full at the time of employment checks. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed.

The cost of an Enhanced Disclosure will be £42.90 and for a Standard Disclosure £22.90 which includes a small handling fee.