- Grade: Band 2 (£18,005)
- Hours: Full-time 37.5 hours
- Contract: Permanent
- Site: Doncaster Royal Infirmary
- Closing date: 12 July 2021
- Apply for this position here.
As the Communications Administrative Assistant, you will provide professional, effective secretarial services to the Communications and Engagement, with a special responsibility for administering the Freedom of Information Requests.
As post holder, you will often be the first point of contact for the team and as such must display a good degree of initiative, possess mature judgement and maintain a calm, friendly and efficient manner when dealing with a range of stakeholders.
The post holder will be required to work independently using initiative as well as working to specific instructions, and applying a high degree of confidentiality to all of their work.
This is a fantastic opportunity for someone wishing to begin or further establish a career within administration, as well as an individual wishing to take the first steps in a career within communications.
Main duties of the job
Within this role you will be responsible for the maintenance of the Trust’s Freedom of Information system with the support, as well as general administrative tasks within the Communications and Engagement Team.
Working for our organisation
Doncaster and Bassetlaw Teaching Hospitals NHS Foundation Trust is one of Yorkshire’s leading acute trusts, serving a population of more than 420,000 across South Yorkshire, North Nottinghamshire and the surrounding areas.
A modern and forward-facing Trust employing over 6,000 members of staff, the hospital provides a full range of local hospital services across the following sites: Doncaster Royal Infirmary, Bassetlaw Hospital and Montagu Hospital.
Detailed job description and main responsibilities
- Maintain and administrate the Trust’s Freedom of Information system, liaising with requesters and chasing-up responses for relevant data within the allotted time period.
- Support the Communications and Engagement Administrator and the wider team in the general smooth running of the service.
- Liaise/communicate and offer secretarial services and diary management to other team members.
- Receive telephone enquiries, referring as necessary, recording messages or acting independently as appropriate.
- Provide reception duties for the Medical Photography team as required, booking patients in and working with the team to ensure individuals are seen in a timely manner.
- Arranging and coordinating team and other meetings, including arranging venues, liaising with speakers, compiling agendas, inviting attendees and taking notes.
- To screen callers, including members of the public. Exhibit initiative in determining the appropriate action to be taken when receiving complex queries from stakeholders and service users. This may include dealing with issues on behalf of the team and/or diverting callers to an appropriate member of staff. This will require the post-holder to have good levels of understanding of the Trust’s business.
- Deal with all correspondence, post, emails and telephone calls, and action appropriately.
- Other administration duties as requested by the Head of communications and engagement and team
- Provide administrative cover in the absence of other team administrators
Person specification
Experience
Essential criteria
- Experience using IT, as well as software such as Microsoft Word, Outlook and similar programmes.
- To be able to work effectively as part of a team and under own supervision using initiative
- The ability to plan, develop, organise and prioritise your work to meet deadlines and changes in priority
Desirable criteria
- Previous NHS experience
Qualifications
Essential criteria
- GSCE English and Maths or equivalent.
Skills
Essential criteria
- Ability to organise own time and workload.
- Ability to work confidentially in regards to media enquiries as well as handling sensitive information.
- Ability to work within a busy office environment dealing with telephone enquiries.