Administration Assistant

Weightmans is a Top 45 law firm with offices throughout the UK. Having been recognised as the leading legal employer at the annual Britain's Top Employers awards and achieved record rankings in Chambers UK 2017, we are immensely proud of the work we carry out for our clients and the culture we provide to our people.

Our specialist Healthcare team covers all aspects of healthcare and related areas of law and practice, including child law, clinical negligence, clinical governance, consent to treatment, healthcare advisory and mental health. We provide a supportive, proactive service based on a deep understanding of NHS procedures and the social/political background of public healthcare. Our expert team includes doctors and nurses among other health professionals, all with specialist medical knowledge in key areas. 

PLEASE NOTE THIS ROLE IS BASED ON SECONDMENT AT TAMESIDE HOSPITAL.

We are seeking an enthusiastic and motivated person to provide clerical support to the teams within the Quality & Governance Unit. 

The post holder will provide administrative support for various projects for the teams within the Quality & Governance Department. This support includes the input of data onto local and national databases, maintenance of local databases, collation of freedom of information responses, preparation of reports and minutes from meetings, location and transportation of medical records ensuring the correct update of the medical records tracking systems.

Main duties and respnsibilites

• Undertake typing and administrative work for the Quality & Governance Team as requested including letters, minutes from meetings, freedom of information responses, memos, spreadsheets and reports.
• Receive incoming telephone calls and deal with enquiries as appropriate.  Prioritise urgency of calls & forward to correct person within department.
• Receive and host visitors to the Quality & Governance Department.
• Open the Department’s post and distribute as required, open the Senior Management Team’s incoming post and sort, as appropriate, matching with previous correspondence/files etc.
• Operate an effective brought forward system, ensuring that the team are provided with relevant papers before meetings and kept aware of forthcoming deadlines etc.
• Establish and maintain filing and other office systems as required.
• Assist with the input of local and National Database submissions.
• Casenote monitoring and extraction utilising C-Cube, File Trail and the       Lorenzo System.
• Collection and transportation of medical records from medical records department and other areas of the Trust for various projects.
• Photocopy and circulating documentation as required.
• Administration of events, booking venues, includes ordering refreshments, maintaining training attendance records and producing spreadsheets.
• Record the department’s attendance on the Trust data system.
• Maintain a stock of stationery and order as required.
• Organise meetings and co-ordination of agreed papers for monthly meetings.
• Take audio minutes and produce a typed copy for the relevant Committee/Group.
• Distribution of reports and documents as required by the team.
• Lorenzo Systems Competent in the use of computer packages including Microsoft Word and Excel and use display screen equipment
• Transportation and filing of large numbers of medical records, the task includes the lifting and handling of large files and medical records.
• Post holder is required to concentrate for long periods of time on some activities.
• The work pattern will be varied.
• Meet deadlines in data inputting and preparing minutes, reports and responses.
• Participate in the induction of new staff to the Department.

Essential

• Using Microsoft Outlook diary & email system
• Word processing skills, typing reports and minutes
• Knowledge of office systems
• Good verbal and written communication skills
• Able to organise and prioritise work
• Ability to work as part of a team and of own initiative
• Good organisational skills
• Good numerical skills

Desirable

• Word processing qualification
• RSA 3 typing
• ECDL or equivalent IT qualification
• NHS experience
• Experience of preparing power point presentations
• Experience of using and manipulating spreadsheets
• Reception duties or previous experience of working in an office environment
• Understanding of hospital administrative structure

Please note:

• Any reference to experience or PQE in our adverts or job descriptions is to be used as a guideline only. We welcome applicants from all backgrounds and with different levels of experience who can demonstrate that they fulfil the requirements of the role.

• The successful candidate appointed to this role will be subject to our standard background checking process, and any offer of employment made is conditional upon successful completion of those checks. Further details can be obtained from the Recruitment team.