Total 21 administrative clerical job vacancies in Administrative / Clerical category in Norwich, NR5 9JA

Type patient letters relating to clinics in accurate and timely manner and be able to prioritise workload with the support from the Medical Secretaries/Admin manager Locate, request and track hospital notes to the department and Health Records Library and file results and correspondence appropriately. Communicate electronically with secretaries regarding actions to be outcomed from typing to ensure 18 week targets are met. Update RTT in accordance with Trust guidelines. Assist the Administration and Clerical team with data management utilising PAS and other departmental patient databases. Work in line with department guidelines and policies, and offer suggestions for improvements to procedures/policies to support the continual development of the service. Maintain Administration Procedures for departmental practices, to ensure colleagues can cover workload in absence and offer suggestion at regular team meeting for improvements in working practices. Please refer to the Job Description for the full specification of responsibilities and requirements for this post. Please note that this advertised position, which is part of occupation code 4217 does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). The Trust would not be able to issue a Certificate of Sponsorship for this role.

To provide clerical support and assist the Ward Manager or her Deputy on the admission/transfer and discharge of patients. To greet and direct all visitors e.g. patients, relatives, Chaplains, to the appropriate member of staff or patient. To update the inpatient diary, ensuring all details are accurate and up to date and correspond with PAS. To keep records up to date by using PAS i.e. patients admitted, transferred, discharged from the Ward. Liaise with nursing staff over the discharge of patients, including where appropriate the collection of property from General Office, dispatching notes, arranging transport to peripheral areas. To prepare the clinical coding form, inpatient sick certificate and GP discharge letters for each patient episode and ensure it is completed by medical staff. To ensure that all documentation is complete when the patient is discharged from the ward and that the discharge letter is received by theGPs within 24 hours. To arrange where appropriate follow-up outpatient appointments. Ensure that admission procedures and regulations for Overseas Visitors are met including EC patients. To provide Bed Management with an accurate bed state on an agreed timely basis. To manage all incoming, non-medical telephone calls as appropriate and deal with them either by delegating or referring calls to other staff or returning calls as necessary. To ensure confidentiality maintained at all times. Please refer to the Job Description for the full specification of responsibilities and requirements for this post. Please note that this advertised position, which is part of occupation code 4159 does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). The Trust would not be able to issue a Certificate of Sponsorship for this role.

Main Duties & Responsibilities To provide efficient and confidential support to colleagues and managers within the Department by delivering a comprehensive, high quality administrative service that will enable them to perform their role effectively and maximise their time efficiently. Ensuring that day to day management, prioritisation and organisation of workloads is achieved by effective planning and monitoring. To administer shared departmental calendars, booking platforms or mailboxes. Assist IT Managers in budgetary management, ensuring that all orders, invoices and recharges are correctly processed and documented and that all exceptions are monitored to resolution Provide office management to the entire IT department including maintaining departmental and central filing system, full administrative and clerical support, managing and monitoring confidential personal files, annual leave, Leavers, Starters and Variation forms and sickness records. To take complete responsibility for administration of meetings, including arranging meeting logistics (attendees, date, location, facilities required etc), co-ordination and timely distribution of papers, recording and distribution of meeting minutes and administration of follow-up actions. Produce and coordinate the creation of performance metric reports for internal and external stakeholders from a variety of sources and teams throughout the department. For example, the IT Service Management tool data. Maintain an inventory of equipment, goods and services including Technical and IT Reference libraries to permit easy access to support information by IT staff. Administer staff records for annual leave, sickness, training, appraisal, risk assessments, expenses and trust communications and follow-up with staff and managers where there are deficiencies. Work within Trust and department guidelines, policies, practices and procedures. When these do not exist, the post holder is required create, document and implement new procedures. The post holder is required to switch concentration between a number of different information systems while resolving problems. Interruptions are constant throughout the day, resulting in plans being altered at a moments notice. Support the administration of key departmental documentation, such as risk registers, actions logs, reports (internal/external), health and safety assessments, building records, security incident logs. Administer the IT intranet site ensuring it is organised and updated. Responsible for raising and processing orders and invoices efficiently in accordance with the clients Standing Financial Instructions and resolve any queries that may delay payment. Administer the ordering of departmental and client hardware and software, including supplier and customer liaison, stock and distribution management (receipt and delivery), and associated record keeping. Administer deployment of PC assets in liaison with service desk, IT operational support (deployment), clients and users. Perform audit of IT assets as part of Endpoint asset and inventory management processes. This may require travelling to other sites. Administer the call management system and ensure requests are updated and reflective of current status within the department Provide cover in other Digital Teams, including Service Desk, Collections and Registration authority, during periods of absence, as directed. This may require travelling to other sites Provide a professional and customer-focused service through the life cycle of each call, manage customer expectations by keeping customers informed of progress and explain technical resolutions\ workarounds in a language that suits the customers technical understanding

Are you a highly organised and detail-oriented professional with a passion for providing exceptional administrative support?

We are seeking a dedicated Administrative Support Officer to join our dynamic Digital Services department. In this role, you will play a crucial part in ensuring the smooth and efficient operation of our team by providing comprehensive administrative support to colleagues and managers.

Key Responsibilities:
• Administrative Support:Provide efficient and confidential administrative support, including managing calendars, booking meetings, and handling correspondence.
• Office Management:Maintain departmental records, files, and inventory, ensuring accuracy and organisation.
• Event Coordination:Plan and coordinate meetings, workshops, and other events, including logistics, documentation, and follow-up.
• Reporting:Prepare and analyse performance metrics and reports to inform decision-making.
• IT Asset Management:Manage the inventory and deployment of IT equipment, ensuring compliance with policies and procedures.
• Customer Service:Provide excellent customer service, addressing inquiries and resolving issues promptly.
• Provide comprehensive administrative supportto colleagues and managers within the IT department. This includes tasks such as:• Managing calendars, scheduling meetings, and booking conference rooms
• Handling correspondence, including emails, letters, and memos
• Maintaining departmental records, files, and inventory
• Coordinating events, such as meetings, workshops, and conferences
• Assist with IT asset managementby:• Maintaining an inventory of IT equipment
• Coordinating the deployment of new equipment
• Ensuring compliance with IT policies and procedures
• Prepare and analyse reportsrelated to department performance and operations.
• Provide excellent customer serviceto both internal and external stakeholders, addressing inquiries and resolving issues promptly.

Skills and Qualifications:
• Strong organisational and time management skillsto effectively manage multiple tasks and deadlines.
• Excellent communication and interpersonal skillsto interact effectively with colleagues, managers, and stakeholders.
• Proficiency in Microsoft Office Suite(Word, Excel, PowerPoint) and other relevant software.
• Attention to detailto ensure accuracy and consistency in work.
• Ability to work independentlyand as part of a team.
• A positive and proactive attitudewith a willingness to learn and adapt to new challenges.

If you possess these skills and are passionate about providing exceptional administrative support, we encourage you to apply for this exciting opportunity.

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.

Main Duties & Responsibilities
1. To provide efficient and confidential support to colleagues and managers within the Department by delivering a comprehensive, high quality administrative service that will enable them to perform their role effectively and maximise their time efficiently.
2. Ensuring that day to day management, prioritisation and organisation of workloads is achieved by effective planning and monitoring.
3. To administer shared departmental calendars, booking platforms or mailboxes.
4. Assist IT Managers in budgetary management, ensuring that all orders, invoices and recharges are correctly processed and documented and that all exceptions are monitored to resolution
5. Provide office management to the entire IT department including maintaining departmental and central filing system, full administrative and clerical support, managing and monitoring confidential personal files, annual leave, Leavers, Starters and Variation forms and sickness records.
6. To take complete responsibility for administration of meetings, including arranging meeting logistics (attendees, date, location, facilities required etc), co-ordination and timely distribution of papers, recording and distribution of meeting minutes and administration of follow-up actions.
7. Produce and coordinate the creation of performance metric reports for internal and external stakeholders from a variety of sources and teams throughout the department. For example, the IT Service Management tool data.
8. Maintain an inventory of equipment, goods and services including Technical and IT Reference libraries to permit easy access to support information by IT staff.
9. Administer staff records for annual leave, sickness, training, appraisal, risk assessments, expenses and trust communications and follow-up with staff and managers where there are deficiencies.
10. Work within Trust and department guidelines, policies, practices and procedures. When these do not exist, the post holder is required create, document and implement new procedures.
11. The post holder is required to switch concentration between a number of different information systems while resolving problems. Interruptions are constant throughout the day, resulting in plans being altered at a moment’s notice.
12. Support the administration of key departmental documentation, such as risk registers, actions logs, reports (internal/external), health and safety assessments, building records, security incident logs.
13. Administer the IT intranet site ensuring it is organised and updated.
14. Responsible for raising and processing orders and invoices efficiently in accordance with the clients Standing Financial Instructions and resolve any queries that may delay payment.
15. Administer the ordering of departmental and client hardware and software, including supplier and customer liaison, stock and distribution management (receipt and delivery), and associated record keeping.
16. Administer deployment of PC assets in liaison with service desk, IT operational support (deployment), clients and users.
17. Perform audit of IT assets as part of Endpoint asset and inventory management processes. This may require travelling to other sites.
18. Administer the call management system and ensure requests are updated and reflective of current status within the department
19. Provide cover in other Digital Teams, including Service Desk, Collections and Registration authority, during periods of absence, as directed. This may require travelling to other sites
20. Provide a professional and customer-focused service through the life cycle of each call, manage customer expectations by keeping customers informed of progress and explain technical resolutions\ workarounds in a language that suits the customers technical understanding


This advert closes on Sunday 27 Oct 2024

Proud member of the Disability Confident employer scheme

1. To undertake all reception duties, as required, in a pleasant and courteous manner with patients, visitors and other hospital staff. 2. To liaise directly with Radiographers and other departmental team members, relaying information accurately and promptly. 3. To undertake and update Soliton, ICE and PAS training to enable the post holder to carry out their duties accurately and efficiently to ensure the efficient running of the department. 4. To be able to check ICE for electronic requests and deferred orders and register new patients on PAS in a timely manner to ensure the efficient running of the department. 5. To undertake PAS training to enable the checking, amending and registration of patient demographic details as necessary and the checking of patient activity within the hospital, including changes to clinic appointments. Please note that this advertised position, which is part of occupation code 4111 does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). The Trust would not be able to issue a Certificate of Sponsorship for this role.

Job responsibilities To provide secretarial/administration support and advice to the Commissioning and Performance team by: Acting as receptionist/first point of contact for the department, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate. Organising meetings for the department and attending when required to take notes Word processing documents, letters, emails, minutes and reports when required. Supporting managers with electronic diary management Organising events, booking rooms and venues Inputting into and monitoring action logs and risk registers Ensure that all complaints, comments and suggestions are dealt with appropriately, in accordance with policy, resolving where possible and escalating to line manager when appropriate. Promote the image of the department, checking that notices and leaflets are up to date and well presented.

What skills and experience we're looking for

Qualifications: • Good numeracy and literacy skills/GCSE (or equivalent) Maths and English

Experience: • General or administrative experience • Fully competent at using ICT • Confident in use of Google suite and/or Office 365

Skills, Knowledge: • Ability to work on own initiative • Positive can-do attitude • Able to build good working relationships with stakeholders • Confident in prioritising day to day workload

What the school offers its staff

The Inspiration Trust offers all staff a range of benefits via our ‘my lifestyle' portal. All eligible staff will have access to a range of benefits from salary sacrifice schemes and employee discounts.

Commitment to safeguarding

Inspiration Trust is committed to safeguarding and all staff appointments are subject to satisfactory references and enhanced DBS checks. You will be required to provide references and undertake an enhanced Disclosure and Barring Service Check. This school is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. We are an equal opportunities employer.

What skills and experience we're looking for

Qualifications: • Good numeracy and literacy skills/GCSE (or equivalent) Maths and English

Experience: • General or administrative experience • Fully competent at using ICT • Confident in use of Google suite and/or Office 365

Skills, Knowledge: • Ability to work on own initiative • Positive can-do attitude • Able to build good working relationships with stakeholders • Confident in prioritising day to day workload

What the school offers its staff

The Inspiration Trust offers all staff a range of benefits via our ‘my lifestyle' portal. All eligible staff will have access to a range of benefits from salary sacrifice schemes and employee discounts.

Commitment to safeguarding

Inspiration Trust is committed to safeguarding and all staff appointments are subject to satisfactory references and enhanced DBS checks. You will be required to provide references and undertake an enhanced Disclosure and Barring Service Check. This school is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. We are an equal opportunities employer.

To undertake all reception duties, as required, in a pleasant and courteous manner with patients, visitors and other hospital staff. To liaise directly with Radiographers and other departmental team members, relaying information accurately and promptly. To undertake and update Soliton, ICE and PAS training to enable the post holder to carry out their duties accurately and efficiently to ensure the efficient running of the department. To be able to check ICE for electronic requests and deferred orders and register new patients on PAS in a timely manner to ensure the efficient running of the department. To undertake PAS training to enable the checking, amending and registration of patient demographic details as necessary and the checking of patient activity within the hospital, including changes to clinic appointments. To input and scan all paper referrals into Soliton (RIS) accurately and promptly to ensure information is up to date. To greet patients, check referral details, record/verify the attendance on Soliton (RIS) and direct to the waiting area. To greet pre-booked patients, locate and validate appointment referrals details on Soliton and direct to the waiting area. To use electronic work lists to schedule patient appointments according to clinical priority, associated waiting times or future clinic dates ensuring all capacity is utilised. To schedule patient appointments in turn and according to their clinical priority either by phone or by letter ensuring they are booked into the correct scheduling location according to the availability of Radiographers. To flag to immediate manager when there is a capacity shortfall that would result in patients breaching targets. Please see the attached job description for full details.

Type patient letters relating to clinics in accurate and timely manner and be able to prioritise workload with the support from the Medical Secretaries/Admin manager Update RTT in accordance with Trust guidelines. Assist the Administration and Clerical team with data management utilising PAS and other departmental patient databases. Maintain Administration Procedures for departmental practices, to ensure colleagues can cover workload in absence and offer suggestion at regular team meeting for improvements in working practices. Any other tasks commensurate with the grade of this post at the request of the departmental medical secretaries, Administration Manager or Operational Manager, to ensure the smooth operation of the dept. Please refer to the Job Description for the full specification of responsibilities and requirements for this post.

Deal efficiently and effectively with direct and indirect (i.e., telephone, face to face) enquiries from patients, all levels of medical and nursing staff, GPs, other hospitals and other health professionals and staff, in a courteous and confidential manner and provide assistance as required. Respond to enquiries, providing routine and non-routine information and non-clinical advice, resolving problems where possible. Communicate appropriately with patients who may be fearful, aggressive or have sensitive concerns needing reassurance and who may present difficulties in communication e.g., terminally ill patients, deaf patients, mentally ill patients, and elderly confused patients. To provide a support service to the technical, secretarial, medical, and nursing staff of the department. Assist patients and their carers by arranging translation/interpretation facilities via Trust interpreter provider. To ensure the smooth transition of hospital records to satellite pacemaker clinics at other sites. To collect, provide and maintain statistical data for referrals and in-patient/out-patient pacemaker clinics and ICD follow up, for the purpose of aiding the Head Pacemaker Technician in auditing work activity. To liaise with the Pacemaker Technicians in the organisation of pacemaker follow up sessions for patient during Radiotherapy treatment. To maintain the various filing systems and record books within the department and provide a filing system for all departmental staff to use. Frequent bending, lifting and transportation of heavy bulky case notes. Please refer to the Job Description for the full specification of responsibilities and requirements for this post.

What skills and experience we're looking for

Qualifications: • Good numeracy and literacy skills/GCSE (or equivalent) Maths and English

Experience: • General or administrative experience • Fully competent at using ICT • Confident in use of Google suite and/or Office 365

Skills, Knowledge: • Ability to work on own initiative • Positive can-do attitude • Able to build good working relationships with stakeholders • Confident in prioritising day to day workload

What the school offers its staff

The Inspiration Trust offers all staff a range of benefits via our ‘my lifestyle' portal. All eligible staff will have access to a range of benefits from salary sacrifice schemes and employee discounts.

Commitment to safeguarding

Inspiration Trust is committed to safeguarding and all staff appointments are subject to satisfactory references and enhanced DBS checks. You will be required to provide references and undertake an enhanced Disclosure and Barring Service Check. This school is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. We are an equal opportunities employer.

To undertake all reception duties, as required, in a pleasant and courteous manner with patients, visitors and other hospital staff. To liaise directly with Radiographers and other departmental team members, relaying information accurately and promptly. To undertake and update Soliton, ICE and PAS training to enable the post holder to carry out their duties accurately and efficiently to ensure the efficient running of the department. To be able to check ICE for electronic requests and deferred orders and register new patients on PAS in a timely manner to ensure the efficient running of the department. To undertake PAS training to enable the checking, amending and registration of patient demographic details as necessary and the checking of patient activity within the hospital, including changes to clinic appointments. To input and scan all paper referrals into Soliton (RIS) accurately and promptly to ensure information is up to date. To greet patients, check referral details, record/verify the attendance on Soliton (RIS) and direct to the waiting area. To greet pre-booked patients, locate and validate appointment referrals details on Soliton and direct to the waiting area. To use electronic work lists to schedule patient appointments according to clinical priority, associated waiting times or future clinic dates ensuring all capacity is utilised. To schedule patient appointments in turn and according to their clinical priority either by phone or by letter ensuring they are booked into the correct scheduling location according to the availability of Radiographers. To flag to immediate manager when there is a capacity shortfall that would result in patients breaching targets. Please see the attached job description for full details.

To provide clerical support and assist the Ward Manager or her Deputy on the admission/transfer and discharge of patients. To greet and direct all visitors e.g. patients, relatives, Chaplains, to the appropriate member of staff or patient. To update the inpatient diary, ensuring all details are accurate and up to date and correspond with PAS. To keep records up to date by using PAS i.e. patients admitted, transferred, discharged from the Ward. Liaise with nursing staff over the discharge of patients, including where appropriate the collection of property from General Office, dispatching notes, arranging transport to peripheral areas. To prepare the clinical coding form, inpatient sick certificate and GP discharge letters for each patient episode and ensure it is completed by medical staff. To ensure that all documentation is complete when the patient is discharged from the ward and that the discharge letter is received by theGPs within 24 hours.

Type patient letters relating to clinics in accurate and timely manner and be able to prioritise workload with the support from the Medical Secretaries/Admin manager Update RTT in accordance with Trust guidelines. Assist the Administration and Clerical team with data management utilising PAS and other departmental patient databases. Maintain Administration Procedures for departmental practices, to ensure colleagues can cover workload in absence and offer suggestion at regular team meeting for improvements in working practices. Any other tasks commensurate with the grade of this post at the request of the departmental medical secretaries, Administration Manager or Operational Manager, to ensure the smooth operation of the dept. Please refer to the Job Description for the full specification of responsibilities and requirements for this post.