Job Title: Administrative Assistant

Salary: Band 4, £12.86

Location: Royal Victoria Hospital

Hours: 37.5 hours per week

Duration: Initially 6 weeks but may be extended

Job Summary:

The post holder will provide administrative and secretarial support to Anaesthetics & Critical Care service group. They will be responsible for the organisation and provision of day to day services within the Department of Clinical Anaesthesia.

Main Duties/Responsibilities:

1. Responsible for the day to day running of the Department of Clinical Anaesthesia, including the maintenance of an accurate filing system, general typing duties, organisation and up-keep of Anaesthetic office.
2. Servicing of Anaesthetic Services and educational meetings to include arranging meetings, circulation of agendas and minutes, drafting minutes and initiating follow up actions.
3. Providing administrative and secretarial support to the Clinical Directors and Chairmen of Sub-Committee including dealing with all incoming correspondence and drafting replies when appropriate.
4. Responsibility for the provision of the junior medical rotas to ensure that annual and study leave is processed to ensure cover at all times and that hours worked adhere to the European Working Time Directive and New Deal regulations.
5. To assist with the preparation and circulation of the monthly anaesthetic rota, weekly rotas, on call rotas and update changes as required on a day to day basis.
6. Maintenance and processing of medical staff amendment forms, annual leave, study leave and sick leave.
7. Providing administrative and secretarial support to the Anaesthetic Service.
8. Responsible for administrative arrangements in connection with overseas doctors coming to work in the Belfast Trust e.g. GMC registration, medical insurances, Visas, accommodation etc.
9. To liaise directly with Anaesthetic Rota Co-Ordinators and Senior Staff from various disciplines.
10. To liaise with junior doctors in relation to new deal and EWTD monitoring periods and to assist with the analysis of same.
11. To return/retrieve patient charts to/from medical records or designated filing areas.
12. To deal with incoming and outgoing mail.
13. To respond to routine correspondence.
14. To process donations made to the Department
15. To prepare requisitions and order supplies.
16. To organise and participate in the induction programme for junior medical staff.
17. To allocate and supervise the work of other members of ACCTSS administrative and clerical staff as directed. To include supervision of annual and sick leave.
18. To use computer and audio equipment in the normal course of duties which will involve the use of hospital based systems, word processing, spreadsheet, database and presentation packages.
19. To undertake any other duties as may be assigned.

Essential Criteria:

1. HNC / HND or equivalent / higher qualification in an administrative related field AND 1 years’ experience in a clerical / administrative role.

OR 4 GCSEs at Grades A-C including English or English Language (excluding English Literature) and Math or equivalent / higher qualification AND 2 years’ experience in a clerical / administrative role.

OR 3 years’ experience in a clerical / administrative role.

1. Experience in the use of Microsoft office products including Word, Excel.
2. Ability to work as part of a multi-disciplinary team.
3. Ability to use own initiative
4. Ability to identify problems and recommend appropriate solutions.
5. Effective Planning & Organisational skills with an ability to prioritise own workload
6. Effective Communications skills to meet the needs of the post in full.

All applicants will be treated in the strictest confidence.

Please ensure your CV is accurate and up to date. The CV should include your full employment history inclusive of dates, all academic achievements and full personal contact details.

Please note only applicants that match this criteria can be considered for the role.

Apple Recruitment Services is acting as an Employment Agency in relation to this vacancy. Apple Recruitment Services is an Equal Opportunities Employer.