Inpatient Administration Assistant

NCH&C is proud to be the first standalone NHS community trust in the UK to achieve an 'Outstanding' rating from the Care Quality Commission (CQC). Our focus is on continually improving the quality of care we offer to local people and on improving access to that care, helping people to move seamlessly from one service to another. Praising NCH&C's "compassionate, inclusive and effective leadership at all levels", the CQC observed that our staff are well supported to make positive changes and innovations.
Norfolk Community Health & Care NHS Trust is committed to continuing to create a modern and inclusive work environment. As part of this commitment we actively promote flexible working opportunities where possible, to meet the needs and wishes of our workforce to maintain and improve their wellbeing. The trust offers a range of flexibility, including flexible working patterns, and we would encourage you to discuss this with the recruiting manager before or during the application process if this would interest you.
We welcome applications from people who share our values and can help us deliver outstanding care in our local community., We are looking for an enthusiastic, self-motivated and caring individual to provide comprehensive and pro-active secretarial and administrative support to the Ward Manager and the inpatient medical team on Alder Ward, based at Norwich Community Hospital. Ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard. Working independently, using own initiative and problem-solving skills to support the inpatient medical team, ward manager and their teams., This is a Band 3 secondment post based at Alder Ward (Norwich Community Hospital). There is an administrator at each community inpatient unit and all postholders work together to provide support and resilience in each other's leave and absence., To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload), which will include:
+ Dealing appropriately with all telephone enquiries as well as face to face patient contact, which may on occasion be upsetting.
+ Using a range of software programmes to produce, maintain and distribute documents, including reports relating to staff mandatory training, PDP compliance and absence reporting using spreadsheets, databases and presentations. Updating a variety of forms, charts and templates that are used by clinical staff. This may include regularly dealing with matters of a complex and/or distressing nature.
+ Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience.
+ Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents.
+ Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all inpatient clinical staff records are kept up-to-date and filing and archiving is carried out in a timely manner. This includes keeping various trackers up to date around auditing, staff training, probation periods and supervisions.
+ Booking staff onto relevant training and/or providing staff with the tools and information they need to book onto training in order to maintain compliance. This includes booking staff onto FIT testing and maintaining a record of masks assigned to staff and when they are due for renewal.
+ Researching appropriate websites, downloading and circulating documents, as requested. This can include searching for information such as finding available dates for staff training, disseminating SOPs and researching products and stationery to support the running of the ward.
+ Where required, work as a team with a group of staff on a daily basis.
+ Identify and report areas within working processes and procedures that could improve service delivery.
+ Assist Managers in the HR and recruitment process for new starters and prepare relevant paperwork for Managers to authorise changes to current staff's circumstances. This can include advertising vacancies on the NHS recruitment system, TRAC, supporting with the scheduling and set up of interviews, including sending out interview invites on behalf of managers, meeting candidates prior to interview and supporting the Ward Manager with recruitment of successful candidates.

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To maintain schedules and diaries, organise and service meetings , which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring notes are ready , issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes at meetings.
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To undertake telephonist duties, be a point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner. Answering incoming calls from nursing stations on the ward, such as the Community Access Team requiring information on bed availability, calls from staff, patients relatives, etc.
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To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patient's fears and lack of understanding. Exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.
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To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning/authorising and receipting goods and services on the NHS procurement system, Powergate, and carrying out research into goods and services as directed. This can include arranging equipment and uniform for new starters.
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Inputting onto various databases and systems, e.g. SystmOne, PAS, Cloudbooking, HealthRoster, TEAMs and designated spreadsheets, within the required timescales and deadlines.
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Assisting the Ward Manager with typing and formatting of confidential letters to staff, which can relate to staff sickness or performance, as well as typing meeting outcome letters and transcribing for investigations. This can also include completing paperwork to support with staff's change in working pattern, such as P3 documentation, producing letters around flexible working and maintaining reports to track changes.
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Administratively supporting the Ward Manager with formal investigations, such as correspondence, attending meetings to take formal notes, using Dictaphones or other equipment to record meetings and produce dictations. This can involve hearing or typing matters of a complex and/or distressing nature
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In conjunction with colleagues, to be responsible for ensuring that monies or valuables are accurately recorded and stored safely and promptly. This includes ensuring that a regular audit is carried out using a log sheet to keep track of patient valuables in the safe, working alongside clinical staff on the ward to maintain compliance with procedures and financial standing orders.
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Updating the HealthRoster system to support the Ward Manager with staffing information, such as adding or adjusting shift patterns, adding staff sickness, adding excess hours and adding or cancelling annual leave requests from staff as directed by the Ward Manager. This can also include supporting the Ward Manager with temporary staffing requests, processing the relevant paperwork and making the necessary arrangements.
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To monitor and report own sickness absence and annual leave
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Be point of contact for Community Nursing and Therapy staff to provide information on Trust's processes, i.e. HR, Mileage claims and answer general queries to assist staff, especially new starters
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To implement policies for own work area and propose changes, as necessary and demonstrating required duties to new starters
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Provide cover in other departments, including Reception, during periods of absence, as directed by the Admin Team Lead. This may require travelling to other sites
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It is the post holder's responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures
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To be committed to working within a changing environment, responding positively to new demands and changes. To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to the Admin Team Lead
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To attend relevant meetings. These may be virtual or in person. This may require travelling to other sites
Equal Opportunities - We are an equal opportunities employer and welcome all applications irrespective of age, disability, gender, sexual orientation, race or religion. Additionally, people with disabilities that fall under the Disability Confident Scheme will be offered an interview providing they meet the minimum criteria for the post (outlined in the Person Specification). All sites are Smoke Free.
Immigration Status - Norfolk Community Health & Care NHS Trust is a diverse employer and welcomes all job applications. However, potential applicants should note that although the Trust is registered with the Home Office as a sponsor organisation for migrant workers, sponsorship can only be offered against Skilled Worker visas. If you are an applicant from outside the UK and do not already hold a self-gained right to work, we recommend you check the Home Office eligibility requirements before making an application.
Please note: Although we are a registered sponsor organisation, we are unable to offer sponsorship for some job roles, and this will be identified through filtering questions at the start of any job application on the Trac recruitment system.
Redeployment - Please note that in the first instance priority for this vacancy will be given to NCH&C staff who are on the Trusts Redeployment Register.
DBS - If this post is subject to a Disclosure and Barring Service (DBS) check and you are not a current employee of Norfolk Community Health and Care NHS Trust or being recruited as an Apprentice then the cost of the DBS check will be automatically removed from your first month's salary. However if you are registered with the update service this may not be required.

You will need to be able to evidence a good solid background working in a busy office environment, preferably with experience of working in the NHS. Knowledge of SystmOne would be an advantage, but training can be provided for the successful candidate.
You should also possess excellent communication and administration skills and be able to work as part of a team, as well as independently use your own initiative, problem solving skills and working to deadlines.
Access to your own vehicle and a clean, full UK driving licence is essential for this post.

Apply now to join an organisation that has been awarded an 'Outstanding' rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.
+ Good benefits package including a minimum 27 days annual leave, plus Bank Holidays, increasing after 5 years and 10 years to a maximum of 33 days
+ Opportunity to join the NHS pension scheme.
+ Wellbeing support (gyms, free eyesight test, cycle to work scheme, wellbeing resources).
+ Supportive positive culture that is Well-Led with regular supervision
+ Comprehensive in house and external training programmes available
+ NHS discounts and many more
Please note that applications are accepted by completion of our on-line application form. We cannot accept CV's.