The Recruitment Co are currently seeking a Band 3 Clerical Officer to work within the Royal Victoria Hospital.

Job Summary

The administrative assistant will provide a wide range of administration support to the Medical Workforce Team.

Key Duties & Responsibilities
Service Delivery:

1. To undertake a range of admin support duties including receiving, processing and distributing incoming mail, personally dealing with routine items such as photocopying, scanning and emailing of documentation.
2. Deal with routine queries, referring to senior staff as and when necessary.
3. Deal with incoming / outgoing mail and ensure that mail is distributed appropriately to relevant staff and in a timely manner.
4. Attend team meetings
5. To participate in local audits and assist in the update of office protocols to maintain a high quality service
6. Assist the Workforce Team in any other duties within the scope of the role to ensure safe, quality and value for money Service Delivery of the unscheduled and Acute Care directorate.
7. Ensure that the work, for which they are responsible for, is processed in a timely manner in accordance with agreed performance standards and that any derogation is brought to the attention of a senior team member.

Communication and Information Management
9. To ensure that all systems used, both manual and electronic are
maintained and kept up to date at all times.
10. To ensure the shared administration email systems are kept up to
date on a daily basis.
11. To maintain the electronic doctor files in line with the trust's Medical
and Dental Agency Framework

12. Where necessary develop filing systems to meet the needs of the
service and ensure all records are maintained, in line with Information
Governance requirements.

13. Ensure delegated duties relating to archiving of electronic and manual
records are undertaken regularly and in line with Trust Procedures to
meet agreed Records Management Schedules, liaising with team
managers as required.

Collaborative Working
14. Establish, maintain and develop professional, courteous working
relationships with internal and external stakeholders.
.
15. To work closely within the Medical workforce team to provide
additional support in obtaining medical staffing.

Essential qualifications

Experience 4 GCSEs to include English and Mathematics (Grade A*- C) or equivalent AND 1 years’ experience working in a team administration office environment.

OR

2 years’ experience working in a team and working in an administration office environment.

ESSENTIAL criteria which will be measured during the interview/ selection stage:

Skills /
Abilities

• Demonstrate excellent written and verbal communication skills. Skills in using Microsoft office, in particular, Microsoft Excel.
• Ability to work as part of a team and on own initiative.
• Effective planning and organisational skills with the ability to prioritise workload.
• Ability to develop good working relationships with officers of various grade and professions
• Ability to work accurately with attention to detail
• Ability to work to tight timescales whilst meeting targets

Interview

Knowledge Knowledge of the role of a clerical officer Understanding of the importance of confidentiality Understanding of Data Protection Awareness of Records Management