Administration and Office Support Assistant
Provide a professional, calm, friendly and efficient reception service, ensuring high quality and confidential administrative service to teams within NHS Hampshire and Isle of Wight as required. Deal with routine and specialist enquiries in a professional and helpful manner, answering telephone calls and greeting visitors. Work in harmony and collaboration as part of the Governance team, providing accurate, confidential and efficient clerical service and support tenants, ensuring priorities, deadlines and queries are always dealt with correctly and efficiently, providing a high quality, effective administration and reception service within the facility. Promote excellent customer service and working relationships. Ensure facilities in the building are fit for purpose and report any issues via the electronic reporting system to NHS Property Services. Maintain general office supply levels. Act as fire warden and first aider once training is undertaken. Promote the image of NHS Hampshire and Isle of Wight, checking that notices and leaflets are up to date and well presented. Prepare and maintain the reception and waiting areas and ensure public areas are clean and tidy. Undertake general office support within the Governance team and carry out other delegated duties as required.
Person Specification / Qualifications
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience
- Demonstrable experience of working in an administrative environment and working with computerised data systems
- Ability to maintain confidentiality and trust
Communication and Interpersonal Skills
- Knowledge of NHS functions
- Clear communicator with good telephone manner, writing and data entry skills
- Able to build strong relationships and work effectively as part of a team
- Ability to multi‑task and prioritise and organise own workload to changing and often tight deadlines
Analytical and Problem‑Solving Skills
- Ability to train other immediate team members in aspects of the role
- Ability to problem solve and act autonomously running reception on a day‑to‑day basis
- Proficient in Microsoft 365 including Word, Excel and PowerPoint with the ability to use PC, keyboard, and mouse on a frequent basis
Benefits
- 27 days paid minimum holiday and bank holiday entitlement
- Sick pay policy
- Occupational health services including staff counselling services
- Flexible working and family friendly policies
- Flexible retirement and retirement vouchers
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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