Neighbourhood services Office Assistant

at  Somerset NHS Foundation Trust

Communication and Key Working Relationships To deal efficiently and effectively with a wide range of enquiries from within and outside the NHS whilst promoting and developing good relationships and a positive image. To use a range of communication tools effectively including email, letter, telephone. To receive visitors, ensuring effective communication and courtesy at all times. To work with the Administration Team Lead and Integrated Team Managers with admin support Assist team members, team managers in arranging meetings and venues.
Planning and Organisation To collate and distribute incoming and outgoing post on a daily basis. To undertake scanning on behalf of the multi-disciplinary team. To support the Integrated admin team, including, ID badges, car park permits, laptop and phone allocation, ordering and stock taking To maintain and support room booking system for meetings and appointments for the team members. Make judgements when dealing with enquiries, to resolve problems and respond in a timely fashion.
To devise, implement and maintain effective and efficient office systems including filing, post, diaries etc. To assist in ensuring relevant files, papers, refreshments etc, are available for meetings. To take initiative where necessary, prioritising the workload to ensure deadlines are met. To maintain confidentiality and to ensure working practices are secure.
To compile standard letters as required. Ordering agreed items. Attend mandatory training as required. Attend training courses as agreed with the Administration Team Lead.
Information Resources & Administrative Duties Undertake a range of Database Administration tasks. Use computers for data input and retrieval as appropriate. To maintain and support room booking system for meetings and appointments for the team members. To assist with entering data, using the Trusts computer network, regarding referrals, appointments etc.
If required, to attend meetings, take notes and carrying out actions as requested. Any Other Specific Tasks Required Responsibility for Patient/Client Care: Incidental contact. Greeting visitors, both internal and external stakeholders, Attend admin team meetings. Adheres to Somerset NHS Foundation Trust policies and procedures particularly in relation to confidentiality, health and safety and financial instructions.
Undertake surveys or audits, as necessary to own work. To undertake additional tasks as required throughout the day

Please refer the Job description for details