Job Description

Job Title Administration Assistant

Band 2
Service area Clinical Administration Services
Location/Base Bradford & AWC District
Accountable to Admin Team Supervisor

1. Job Purpose:

The Administration Assistant role will provide an efficient, effective and high quality administrative
support to health and social care professionals and service users/patients within a community
based or district wide team.

• Reception roles are within Community Health Centre or Hospital environments

• Ward Clerk roles are within Hospital ward environments
• Admin Hub roles are within admin office environments

2. Organisational Chart

Service Manager

Operations
Manager

Admin Manager

Team Supervisor

Administration
Assistant

3. Main duties

Delivery of clerical support to a range of identified clinical services prioritising and managing own
workload using the workflow management system to respond to work activities, customer
queries, responding to correspondence. The administration assistant will provide support for:

• Trust receptions and wards at designated community/hospital sites

• General Administration support for defined community/hospital based clinical services

The major job responsibilities for each area are defined below. The service will ensure teams are
multi-skilled throughout each function to ensure that transferrable skills are gained to maximise
business support and for career development. Employees will be able to transfer across areas to
develop their skill base subject to vacancy availability within the administrative function.
Main job responsibilities include:

General Administration
• Data inputting
• Clinical administration within clinical record systems (e.g. appointment booking, record
keeping, waiting list maintenance, adding referrals)
• Undertake planned and unplanned work activities as assigned
• General office duties (e.g. letter typing, photocopying, filing, ordering, support with office
stock control, scanning, post)
• Booking interpreters or booking transport

System Administration
• Using workflow management system to prioritise and complete assigned workloads
• Book rooms across the Trust as requested through the booking system
• Using Microsoft Office software as part of daily role
• Using Trusts Intranet to support with role

Customer Service/Communication
• Providing telephony service to Trust wide services and ensuring the calls are routed to the
relevant service and department
• Dealing with telephone and personal enquiries from members of the public and healthcare
professionals. Provide non-clinical information and advice to patients and relatives within the
boundaries of the role
• Undertaking reception and front of house duties at designated sites
• Using current e-technologies to improve efficient ways of communication
• Arranging appointments, interpreters and booking of transport as and when requested by
members of the clinical teams

4. Working as part of a Team

• Work flexibly to meet the needs of the services working hours to ensure the service is
appropriately covered and supported
• Participate in administration meetings and contribute to the building of effective team working
• Share information, skills and experiences with colleagues
• Listen and be open to views of others
• Actively work to develop and maintain positive relationships

5. Managing Self

• Work on own initiative referring problems to administrators, team supervisors or

administration manager
• Proactively participate in identifying problems, solutions & improvements
• Prepare and participate in regular supervision
• Ensuring attention to detail when inputting in to clinical and non-clinical systems.
• Complete all mandatory and service specific training
• Comply with all Trust policies, procedures and protocols
• Pay due regard to materials and equipment
• Carry out duties with due regard to the Trust’s Equal Opportunity Policy
• Seek advice and support from your line manager whenever necessary
• Undertaking additional duties in line with role banding and level of competence and act as an
ambassador for administration services displaying exemplary role model behaviours

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 6. Staff Supervision and Support

No formal responsibility. The job holder is expected to provide on the job training and support to
new starters and work colleagues to ensure service support is maximised.

7. Financial Responsibility

• Completion of own timesheet recording and expenses in line with policy

• Monitoring and management of local stocks and stationary
• Proactive support with cost savings

8. Safeguarding

All staff members have a duty to report any concerns they have about the safety or wellbeing of
adult service users, members of their families, including children. Employees should be aware of
their roles & responsibilities to both prevent and respond appropriately to abuse. They should
undertake the safeguarding training required for their particular role.

9. Core Values

Our framework:
• Our Purpose (what we are here to do) – ‘To create connected communities and help
people to feel as healthy as they can be at every point in their lives’.
• Our Vision (our long term goal) – ‘To connect people to the best quality care, when and
where they need it and be a national role model as an employer’.
• Our Values (how we will do it) -
o We Care - We act with respect and empathy, and always value difference
o We Listen - We understand people’s views and respond to their individual needs
o We Deliver - We develop and provide excellent services and support our partners
• And why? – We have summed this up in three words (our core statement); everything we
do will focus on making ‘better lives, together’ and that goes for everyone, whether it is
staff or the communities we serve

10. Core Statements

a) Infection Control - All clinical and non-clinical staff groups

Responsible for, in respect to your area of work, for ensuring so far as is reasonably practicable
and in accordance with Trust policies that you are aware of your individual responsibilities in
regard to infection prevention and control this requires you to:

• Maintain safe infection prevention and control environment for yourself and others.
• Ensure Waste collection paperwork relating to Trust compliance with section 34 of the
1990 Environmental Protection Act and the 1991 Duty of Care Regulations. Your job role
may require you to sign statutory waste collection paperwork [called a Consignment Note]
which will be presented for signing by a waste company lorry driver when a clinical waste
collection has occurred. Your brief will include undertaking a simple check of the
paperwork before signing it and temporarily safely keeping the Trust copies for the Admin
Hub manager.
• Be familiar with and comply with current infection prevention and control, guidelines,
policies and procedures.

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 • Raise matters of non-compliance with your manager.
• Attend infection prevention and control mandatory training as dictated by your manager.
• Be appraised in relation to infection prevention and control.

b) Risk Management

All staff need a basic working knowledge of risk management. They all have a responsibility to
identify and report risks, hazards, incidents, accidents and near misses promptly, in accordance
with Trust Policy. All staff must be familiar with emergency procedures, risk management
systems and incident management in their workplace.

c) Health and Safety

All employees have a responsibility under the Health and Safety at Work Etc. Act 1974 for their
own health, safety and welfare and to ensure that the agreed safety procedures are carried out to
provide a safe environment for other employees and anyone else that may be affected by the
carrying out of their duties.

Employees must co-operate with the Trust in meeting its statutory obligations with regard to
health and safety legislation and must report any accidents, incidents and problems as soon as
practicable to their immediate supervisor.

The Trust has a written health and safety policy which employees have a general duty to read in
order that they are fully conversant with its requirements.

d) Patient care

Bradford District Care Trust is committed to ensuring the highest standards of care and treatment
and expects that all staff employed within the organisation will treat service users, their carers,
relatives and friends with dignity and respect at all times during their contact with services we
provide.

e) Information Management
All members of staff are bound by the requirements of the Data Protection Act 1998 and any
breaches of the Act or of the confidential nature of the work of this post could lead to dismissal.

The post holder is responsible to learn about information governance, to help ensure that best
practice guidelines are followed and personal information is managed to benefit patients, clients
and members of staff.

The post holder is required to sign the declaration form to confirm they have read and understood
the booklet and leaflet regarding information governance, which will be kept by the HR team in
the post holder’s personnel file.

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Job title: Administration Support Assistant
Band: Band 2
Job purpose: The Administration Assistant will provide an efficient, effective and high quality administrative support to health and social care
professionals and service users/patients within a community based or district wide team.
Attributes Essential criteria Desirable criteria How Identified
QUALIFICATIONS • Level 2 qualification in relevant field or equivalent level of • Application
Experience. (e.g. GCSE A-C or NVQ Level 2) Form
• Certificates
TRAINING • Willing to undertake training applicable to the role. • Interview
EXPERIENCE • Data inputting experience • Experience of working in a busy • Application
• Experience of general office duties administrative role. Form
• Experience of call handling/switchboard • Experience of front of house customer • Interview
• Customer service experience facing
• Experience of dealing with petty cash.
KNOWLEDGE • Understanding Confidentiality and how to maintain this • Application
• Knowledge of office systems and processes Form
• Working knowledge of Microsoft Office software • Interview
• Knowledge of receiving visitors/telephone callers and taking
accurate messages
SKILLS • Able to communicate well, verbally and written (articulate, • Application
meaningful, legible and appropriate to the audience) Form
• Numerate – to be able to undertake basic • Interview
calculations/information
• Ability to prioritise workload and work on own initiative within
procedures and with supervision
• Ability to work as part of a team, sharing knowledge and
training
• Can demonstrate attention to detail
• Ability to use and maintain office systems
• Ability to word process documents and complete information
accurately

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ATTITUDE / • To build rapport, engage and develop positive relationships. • Application form
APPROACH • Positive, motivated and enthusiastic. • Interview
• Courteous and sensitive to others needs or feelings.
• Punctual and Professional.
• Flexible in approach to supporting colleagues and the service.
• To take responsibility for self.
PHYSICAL • Able to fulfil Occupational Health requirements for the post (with • Occupational
reasonable adjustments if necessary) Health Screening
GENERAL • BDCT requires all its staff and prospective employees to carry • Application Form
out your duties in line with Trust Equality policies and • Interview
procedures, including relevant legislation, to deliver and
promote equity of access to healthcare and equality of
opportunity at work at all times.

Version Control:

Change details By whom Date requested Approved by Agreed date

Reviewed, amended and formatted Michelle Rose 22/11/2017

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