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Administrative Assistant

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The Shrewsbury and Telford Hospital NHS Trust

Nov 12

  • Job
    Full-time
    Entry, Junior & Mid Level
  • Customer Relations
    People, HR & Administration

AI generated summary

  • You need strong IT skills, proficiency in Microsoft Office, good telephone etiquette, and the ability to support multiple teams with effective administrative tasks and communication.
  • You will provide comprehensive admin support, manage correspondence, maintain filing systems, handle calls, create documents in Microsoft Office, and assist with various tasks as needed.

Requirements

  • The successful applicant will have good IT skills and will need to be able to work alongside multiple teams.
  • Good telephone skills, confidence and a positive helpful manner is essential.
  • Fully conversant with all Microsoft applications, word processing, Microsoft publisher, producing presentations using PowerPoint, maintaining databases on excel and access.
  • Using Microsoft Office applications to produce letters, memos and other documents as requested.
  • Answering telephone calls promptly and courteously, assisting the caller or redirecting the call as appropriate.
  • Ensure all queries from colleagues and external organisations are dealt with quickly and effectively in the department, producing file notes as necessary.
  • Opening and dealing with incoming correspondences as appropriate.
  • Undertaking photocopying tasks as and when required.
  • Responsible for ensuring photocopier is maintained, liaison with the company engineer and ensuring stocks of peripherals are available.
  • Maintain an efficient filing system ensuring all information is filed accurately and promptly.
  • Prepare papers as requested.
  • Retrieve Medical records and update tracking system.
  • Support other staff as requested in a professional manner with various administration duties.

Responsibilities

  • Provide an efficient and comprehensive administrative support service for the Secretary/PA, prioritising work to ensure deadlines are met.
  • Fully conversant with all Microsoft applications, word processing, Microsoft publisher, producing presentations using PowerPoint, maintaining databases on excel and access.
  • Using Microsoft Office applications to produce letters, memos and other documents as requested.
  • Answering telephone calls promptly and courteously, assisting the caller or redirecting the call as appropriate.
  • Ensure all queries from colleagues and external organisations are dealt with quickly and effectively in the department, producing file notes as necessary.
  • Opening and dealing with incoming correspondences as appropriate. Undertaking photocopying tasks as and when required. Responsible for ensuring photocopier is maintained, liaison with the company engineer and ensuring stocks of peripherals are available.
  • Maintain an efficient filing system ensuring all information is filed accurately and promptly.
  • Prepare papers as requested.
  • Retrieve Medical records and update tracking system.
  • Support other staff as requested in a professional manner with various administration duties.

FAQs

Is this position open to external candidates?

No, this position is only available for internal candidates currently working within The Shrewsbury and Telford Hospital NHS Trust.

What are the main duties of the Administrative Assistant role?

The main duties include providing comprehensive administrative support, using Microsoft applications for documentation, answering telephone calls, managing correspondence, maintaining filing systems, preparing papers, and retrieving medical records.

What skills are required for this position?

Candidates should have good IT skills, particularly with Microsoft applications, excellent telephone skills, confidence, and a positive, helpful manner.

Will there be any changes to the job location in the future?

Yes, as part of the Hospital Transformation Programme, the service will relocate to The Royal Shrewsbury Hospital in 2028.

What type of experience is beneficial for this role?

Experience in administrative support, familiarity with Microsoft Office applications, and good communication skills— both written and verbal—are beneficial for this role.

Is there an opportunity for professional development in this position?

Yes, as part of a team dedicated to continuous improvement, there are opportunities for professional development within the organization.

Are there any specific technologies or systems I need to be familiar with?

Candidates should be fully conversant with Microsoft applications such as Word, Excel, PowerPoint, and Publisher, as well as be able to maintain databases on Excel and Access.

Will I need to interact with external organizations?

Yes, you will need to handle queries from both colleagues and external organizations promptly and effectively.

How important are telephone skills for this position?

Telephone skills are very important, as you will be required to answer calls promptly and courteously while assisting callers or redirecting them as appropriate.

Is administrative support provided to staff members?

Yes, the role entails supporting other staff members with various administrative duties as requested.

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The Shrewsbury and Telford Hospital NHS Trust

Science & Healthcare
Industry
5001-10,000
Employees

Mission & Purpose

The Shrewsbury and Telford Hospital NHS Trust is the main provider of acute hospital services for half a million people in Shropshire, Telford & Wrekin and mid Wales. The Trust runs the Princess Royal Hospital in Telford and the Royal Shrewsbury Hospital in Shrewsbury.