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Administration Assistant

Job Description

Job Title - Administration Assistant

Hours per week - 37.5

Full time, Permanent

Salary £22,383 per annum

Closing Date: - 26th September 2023

Interview Date: - 5th October 2023

This post may close early due to high numbers of applications, so you are advised to apply promptly.

All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.

A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make a difference every day.

#JoinTeamEliot

To efficiently undertake basic administration and clerical duties including:

• Provide general office and administration support to the Medical Education teams.
• Photocopy, print and scan documents as requested, deal with incoming and outgoing post and carry out filing.
• Receive visitors and Post Graduates to the department in a professional and courteous manner.
• Assist visitors and Post Graduates by providing information and responding to routine queries.
• Make and receive telephone calls in a professional and courteous manner.
• Take clear, accurate messages and ensure these are passed on to the appropriate person.
• Input data onto electronic systems as required.
• Support the teams to maintain accurate, timely and legible records.
• Support administration duties for inductions, education sessions and accredited courses.
• Use Microsoft packages to support administration duties for example generating word documents including student feedback evaluations, power point presentations, using excel spreadsheets and email.
• Assist in the preparation and organisation of the education rooms and ensure the correct equipment and paperwork is available on a daily basis.
• Assist in the ordering and maintenance of stock supplies.
• Book rooms for events as required.
• Update department notice boards.
• Assist with examination periods by preparing all paperwork, booking taxi’s sending out volunteer letters, setting up rooms etc.

• Provide general office and administration support to the Medical Education teams.
• Photocopy, print and scan documents as requested, deal with incoming and outgoing post and carry out filing.
• Receive visitors and Post Graduates to the department in a professional and courteous manner.
• Assist visitors and Post Graduates by providing information and responding to routine queries.
• Make and receive telephone calls in a professional and courteous manner.
• Take clear, accurate messages and ensure these are passed on to the appropriate person.
• Input data onto electronic systems as required.
• Support the teams to maintain accurate, timely and legible records.
• Support administration duties for inductions, education sessions and accredited courses.
• Use Microsoft packages to support administration duties for example generating word documents including student feedback evaluations, power point presentations, using excel spreadsheets and email.
• Assist in the preparation and organisation of the education rooms and ensure the correct equipment and paperwork is available on a daily basis.
• Assist in the ordering and maintenance of stock supplies.
• Book rooms for events as required.
• Update department notice boards.
• Assist with examination periods by preparing all paperwork, booking taxi’s sending out volunteer letters, setting up rooms etc.

• Provide excellent customer service both written and verbal in person, by telephone and email using tact, discretion and sensitivity.
• Talk to colleagues, Post Graduates and visitors to the department in a courteous manner both in person and on the telephone ensuring they receive a friendly and helpful service.
• Keep accurate, complete records consistent with legislation, policies and procedures.
• Ensure confidentiality of both written and verbal information.
• Display a professional attitude at all times.
• Able to demonstrate activities to new starters.
• Very occasionally support Post Graduates who are upset until support is available.

• Use Microsoft Office programmes for completing word documents and entering data into spreadsheets.
• Take responsibility for personal performance and own development needs.
• Seek to improve administration skills and understanding of the curriculums.
• Participate in the annual appraisal and development review process and work towards agreed objectives.
• Maintain 100% compliance with statutory and mandatory learning.
• Adhere to Trusts policies, procedures and guidelines

• Use own judgement and problem solve as appropriate, referring to the appropriate person when necessary.
• Demonstrate an energetic, dynamic and positive approach to challenging situations.

• Work within the limits of own competence and responsibility and refer issues beyond these limits to appropriate person.
• Organise own time and workload to meet deadlines.
• Attend and take part in team meetings and regular reviews with line manager.
• Be a flexible and supportive member of the team.

• Able to input data into electronic or paper based systems.
• Able to move tables, chairs and equipment in education rooms.

• Frequently exert moderate physical effort for several short periods during a working day, such as working in an awkward position or confined space, or moving and handling heavy equipment and manikins when preparing for teaching sessions and courses.
• Frequently exert moderate mental effort. Concentration skills are required when dealing with frequent interruptions and unpredictable patterns of work.

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