Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 2
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 432-HR559-24
- Employer
- East Suffolk and North Essex NHS Foundation Trust
- Employer type
- NHS
- Site
- Ipswich Hospital
- Town
- Ipswich
- Salary
- £22,383 per annum
- Salary period
- Yearly
- Closing
- 08/07/2024 23:59
Employer heading
Administration Assistant - General Office
NHS AfC: Band 2
We are one of the largest NHS organisation in England. Our scale provides exciting opportunities for development, innovation, research, education and training.
Talk to us about our range of flexible working opportunities, apprenticeships and staff benefits
Equality Diversity and Inclusion (EDI) is at the heart of all we do; and it forms part of the ESNEFT’s core activities. The Trust operates and relies on everyone treating each other with dignity and respect, to receive equitable and fair treatment in the implementation of Policies, Procedures and in its Practices, to foster positive work relationships, and finally to act with integrity as a professional within ESNEFT as well as a representative of the NHS as a whole. The EDI Agenda reflects the Trust values such as Optimistic, Appreciative and Kind. In line with the NHS Long Term Plan, People Plan, People Promise and a Model Employer intrinsic in the Equality Diversity and Inclusion Agenda, we consistently strive to improve, to take the learning into Action for a better ESNEFT.
If you are passionate about patient care and want to develop your skills and knowledge then we are keen to hear from you.
Job overview
We are looking for an enthusiastic and motivated individual to join our team as an Administration Assistant within the General Office/Travel Centre at Ipswich Hospital
37.5 Hours per week - Monday - Friday
In this role you will be required to provide a customer focused service to patients, relatives and staff both face to face and over the phone.
Duties will include:
- Car Parking administration
- Production of ID Badges
- Reimbursement of patient travel expenses
- Cash handling
- General office duties
You must have:
- Good verbal and written communication skills
- Good IT skills (Microsoft Office)
- Excellent attention to detail
- A customer-orientated approach
- The ability to manage competing priorities
You should have the ability to work under your own initiative as well as part of a small team.
Main duties of the job
- Carry out a range of General Office duties including:
- Ordering stationary
- Filing
- Photocopying
- Recorded mail
- Assist with cashiering duties including:
- Processing and receipting Trust fund requests on Integra
- Completing income sheets for petty cash, patients monies, patient travel expenses, car parking fees, art sales, beach hut
- Receipt of Charitable Income
- Comply with the Trusts standing orders, standing financial instructions, policies, procedures and guidelines
- Assist with the development of Facilities policies and procedures
Working for our organisation
We are ESNEFT and we provide hospital and community health services to almost one million people across east Suffolk and north Essex. Our dedicated staff deliver care from acute hospitals in Colchester and Ipswich, community hospitals, surgeries, community clinics and in patients’ own homes.
We are one of the largest NHS organisations in England, employing more than 12,000 staff.
We pride ourselves on supporting our staff. We offer a wide range of training and development opportunities, as well as flexible working options.
Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services.
Our philosophy is that Time Matters to everyone. Across the Trust, we concentrate on improving the things we do and removing those which cause time delays for our staff and patients.
We are investing in our commitment to Time Matters with a partnership with leading electronic patient record (EPR) supplier Epic. This digital transformation will bring what’s widely regarded as the world’s best EPR system to ESNEFT, transforming life in hospital for staff and patients.
If you are passionate about patient care and want to develop your skills and knowledge, then we want to hear from you.
Find out about living and working here - www.youtube.com/watch?v=GkPu7HphU8A
Detailed job description and main responsibilities
- Support and provide the efficient administration of General Office services to patients, visitors and staff, ensuring services are carried out in a timely and efficient manner
- Communicate with understanding and diplomacy with patients, carers, relatives and the general public who may be distressed and/or have difficulty in understanding
- Be the focal point of contact for all enquiries face to face, over the telephone and by email
- Reimbursement of patient travel expenses in line with the Trust’s policies and procedures
- Liaise with the parking management company, maintaining the car parking database to ensure permits are processed in a timely manner, dealing with queries in relation to parking charge notices, the whitelisting of staff, visitor and contractors vehicles issuing 5/7 day parking passes for both Colchester Hospital and the PCC
- Attend meetings in relation to car parking administration
- Monitor and respond to emails in Personal, General Office and Travel Plan mail boxes
- Issue Park & Ride tickets to members of staff
- Issue rail warrants to staff
- Take photographs and process staff ID Badges on Access Control System
- Take bookings for the Beach Hut located at Mersea
- Ordering and distribution of staff uniform
Please see attached job description for full details
Person specification
Qualifications
Essential criteria
- Educated to GCSE level in English and Maths
Desirable criteria
- NVQ in Customer Service
Experience
Essential criteria
- Experience of working with members of the public
- Proven experience in a clerical post in an office environment
- Ability to prioritise and meet deadlines
Desirable criteria
- Experience in cash handling
- Experience of working within the NHS
- Ability to carry out basic book keeping tasks
Knowledge and Skills
Essential criteria
- Excellent IT skills
- Excellent communication skills both written and verbal
- Excellent Customer Service Skills
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Lynn Cottrell
- Job title
- Facilities Customer Services Manager
- Email address
- [email protected]
- Telephone number
- 01206 745957
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