Total 578 administrative assistant job vacancies in The United States of America

What we need from you! Be self-motivated and able to work autonomously as well as showing initiative and promoting new ideas on how to improve the service. Be compassionate, caring and creative with excellent communication skills. Strong IT skills with experience of using Microsoft Word, Excel, Teams and Outlook. Please see the job description and person specification attached to this advert for more information on the job role.

Dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information and referring to other team members as appropriate Providing a sensitive and efficient administrative support to the Personalised healthcare team and maintaining confidentiality of information relating to service users Dealing with telephone calls and email enquiries in an empathetic and helpful manner, taking messages and passing relevant information to the relevant department or team member Photocopying, scanning and word processing documents, letters, emails, minutes and reports as and when required and in a timely manner Ensuring all complaints are dealt with appropriately in accordance with standard operational policy, resolving where possible, and escalating to the appropriate person as required The post holder must have an advanced level of keyboard and ICT skills and be competent in Microsoft Office programmes Accurately inputting information and data onto the Personalised Healthcare database. Ensuring that data systems are kept up to date to allow accurate and detailed reporting capabilities for both internal and external requirements Carrying out other administration duties as required Contribute to the maintenance and monitoring of service standards around quality Ensure mandatory training is kept up to date

* Supporting Medical Secretaries with typing of clinics/ward rounds using audio equipment* To assist with the dissemination of post to individuals within the department on a day to day basis* Photocopying/faxing* To assist with department filing as and when required* Answering of department telephones and using judgement in responding to queries or taking messages. Ensure that all enquires are dealt with politely, courteously, promptly and professionally* Ordering and monitoring of stationary for the department* Access voicemail and pass on accurate messages* To attend mandatory courses and participate in training programmes relating to areas of work. Ensure that skills and knowledge are up to date and develop when necessary * To use Lorenzo (patient record system) to look up patient appointments,addresses and tracking of notes.

A full description of the role is available in the attachment: job description Working for the Trust Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence. Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: yhs-tr.recruitment@nhs.net. As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have. Armed Forces Friendly Employer We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britains Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment. COVID-19 Vaccination Requirements Our Trust continues to strongly encourage our staff to be vaccinated against COVID19, this remains our best defence to protect our patients, ourselves and everyone else.

For detailed job description and main responsibilities please see the attached job description and person specification for the role, alternative please see contact details below.

Please see attached the job description and person specification for more information about this role.

Key Relationships Mortuary Assistant, Anatomical Pathology Technologists, Bereavement Officers, Service Manager, Consultants, Junior Doctors, Nurses, Medical and Nursing Students, Biomedical scientists and various external stakeholders; Funeral Directors, Coroners Officers, Police Officers. Duties and Responsibilities Organisational and Administrative To organise the office work area To establish and maintain high standards of work within the office area. To ensure that records are kept up to date and stored safely to ensure compliance with good working practices for the standards of ISO accreditation and the Human Tissue Authority (HTA) codes of practice. To organise the daily case list in consultation with the APT staff. To liaise with and book appointments for funeral directors and/or family to collect deceased patients from Guys and St Thomas Mortuaries. To management appointment diaries To book viewings as required and liaise with relevant stakeholders to ensure adequate attendance by qualified staff. To maintain professional links with external statutory offices concerned with the administration of death by communicating in an effective and professional manner. To book groups attending the Mortuary for lectures in consultation with APT staff. To provide secretarial assistance to the department and management team. To organise patient transfers when required To maintain the departmental filing systems to an acceptable standard in order to comply with ISO and HTA standards. To ensure the provision of effective telephone answering service for department. To issue official documentation from the department under the direction of APTs. To maintain professional competency and dexterity in those precision based physical tasks, e.g. keyboard skills and maintain the levels of concentration required maintaining a quality service. To take minutes at meetings as required To identify and participate in audits within the department To adhere to all departmental standard operating procedures, policies and health and safety regulations. To keep the workplace and work areas clean and tidy To control access to the Mortuary within working hours. Clinical and Laboratory Informatics To arrange for the safe collection and transportation of human tissue and samples and to maintain accurate records of dispatch and receipt To take case referrals from external service users in liaison with the APTs. To obtain relevant clinical information as required for cases including collection from departments if required. To enter data onto the Mortuary and Bereavement Microsoft CRM system correctly and with care Procurement To assist the APTs in requisitioning and maintaining adequate supplies of office and Mortuary consumables To assist with liaison and emergency call out of engineers and companies related to Mortuary equipment. To maintain adequate levels of up to date printed stores Quality To establish and maintain high standards of work in the office and to ensure effective liaison between the Mortuary and all its stakeholders. To be aware of the requirements of data protection To attend departmental meetings as required To adhere to all regulations as set out by the HTA

Please see attached job description and person specification for further information regarding the role and the essential and desirable criteria required to be met by applicants. Please note, due to changes implemented by the Government to the UK immigration policy, individuals who require a Health and Care Visa or a Skilled Worker Visa may no longer be eligible for sponsorship where the UKVI salary threshold is not met or if the occupation is not included in the updated Immigration Salary List (ISL). Applicants must check their eligibility to be employed in any role they are interested in applying for, prior to completing an application for employment.Any applicants who do not meet the eligibility criteria will not be progressed. If you are applying under the Disability Confident Scheme or Armed Forces Covenant and you meet all the essential criteria for a post, you will be guaranteed an interview. Relocation assistance may be available for successful applicants moving to the region for certain posts. Please see our Policy for eligible vacancies. Please ensure that you document evidence of meeting all the essential criteria in the supporting information. If sufficient response is received this post could be closed earlier than the specified closing date, please apply as soon as possible to ensure that your application is considered. Important Information Candidates who have been successfully shortlisted for interview will be asked via an email notification to log on to their Trac account to select an interview time. This will usually be within 2 weeks of the closing date. For candidates applying using a Hotmail account or have strict firewall settings please ensure the following: Junk Mail is checked regularly Disclosure and Barring Service: On 28 November 2020, the new Disclosure and Barring Service filtering rules will come into effect. The changes mean that: youth cautions, reprimands and final warnings will no longer be subject to automatic disclosure the multiple conviction rule has been removed, meaning that if an individual has more than one conviction, regardless of offence type or time passed, each conviction will be considered against the remaining rules individually, rather than being automatically disclosed. If you are unsure about whether you need to disclose certain criminal record information, free confidential advice may be sought from one of the charity bodies listed below. These bodies can advise you on what you are legally required to declare and may also be able to advise you on how you can disclose criminal record information to a prospective employer and your legal rights when doing so. Nacro Tel: 0300 123 1999, or email: helpline@nacro.org.uk Unlock Tel: 01634 247350, email advice@unlock.org.uk or complete the online form on the Unlock website The Trust is committed to safeguarding adults and children therefore if the post is subject to the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975 (as amended) the successful candidate(s) will be subject to a criminal records check with the Disclosure and Barring Service (DBS). The cost of the DBS must be met by the successful candidate(s) through salary deduction. DBS charges are as follows if applicable to the post: Standard Check: £18 + Administration cost of £3.85 = £21.85. Deducted at £6.85 from 1st month salary and £5 deducted from salary over following 3 months. Enhanced Check: £38 + administration cost of £3.90 = £41.90. Deducted at £11.90 from 1st month salary and £10 deducted from salary over following 3 months. As part of the one of the largest employers in the UK NCIC future employees will have also access to the following benefits. A lease car may be available for this position; further details will be provided upon appointment if applicable. 27-day holiday scheme rising to 33 after 10 years Flexible working Scheme Excellent opportunities for development Competitive NHS Pension scheme Access to NHS discounts with retailers and leisure companies EAP (Employee Assistance Programme) a free, confidential counselling and information service to assist with personal or work-related problems These schemes are subject to availability

Please see attached to the advert a job description and person specification for further details. Please ensure you read both documents carefully. Please note, if your application is successful you will be required to present original certificates of qualifications that are listed in the person specification under essential.

Provide secretarial and administrative support to the Consultant and Academic Staff and Trainees, including providing general office duties. To assist in the creation of electronic teaching resources as directed. To have a good working knowledge of all Microsoft Office applications and to be able to utilise those skills within the office. Manage own workload and co-ordinate activities with other staff to ensure that an efficient service is provided. As a member of a team within the Endoscopy Academy provide cross cover for departmental colleagues particularly during staff absences and holidays, keeping diary of relevant problems, events, etc for ease of handover on their return. To maintain filing and retrieval systems and ensure all information is filed accurately and promptly. Organise and support meetings including minute taking as necessary. Collation of appropriate data and production of information for staff as instructed. To assist at events, meetings, seminars and evening lectures as necessary Ensure the availability of timetables and communications with stakeholders Please refer to the Job Description for the full specification of responsibilities and requirements for this post.

For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.

Corporate Administration Support Meetings Coordination To forward plan and manage meetings calendar for Finance & Performance Subcommittee and Operational Delivery Subcommittees. To co-ordinate and manage all administration tasks related to these meetings including minute taking, arranging venues/rooms, and ensuring the agenda and related documents are collated and circulated in a timely manner. To cover other business meetings if needed, such as Board. These may sometimes be outside of usual working hours which will require some flexibility. Taking accurate complex minutes or actions, ensuring decisions are recorded, referenced and future action is taken at the appropriate level. Ensure that meetings have a forward work programme, and actions are followed up and monitored regularly. PA Support to members of the Corporate Senior Management Team Provide a comprehensive and efficient administration support to members of the Corporate Senior Management Team as required. The Head of Business Assurance and Development will support the postholder with the management of this workload. Provide diary management, ensure that appointments are planned and coordinated, and run to schedule. The postholder will be supported to prioritise the high-level completing demands to ensure an appropriate balance in the daily scheduling in line with preferences, responsibilities, or project plans. Organise and plan meetings and events as directed, including sending invitations, booking venues, making travel arrangements, and providing relevant papers and material. Provide high quality support to ensure they are managed and delivered effectively. Regular liaison with member of Corporate Senior Management Team to ensure awareness of priorities. Organise and support the production of reports, papers, presentations, and other similar documentation in accordance with requirements of the team. Follow up and take forward any key pieces of work as directed by the Head of Business Assurance and Development. Assurance To support the administration of the Strategic Objectives spreadsheet during Senior Management Team meetings. To assist in the creation of, and the timely submission of, additional reports for Invicta Health services as required. These may be used to support the Senior Management Team in decision making and in the production of reports for assurance. To assist in the maintenance of the Service Contract Tracker, detailing each of the service contracts and the KPIs (Key Performance Indicators) required for each service. To provide support with due diligence of new business opportunities. To assist in the collection, input and reporting of data relating to specific areas within the organisation as guided by the Head of Business Assurance & Development. Risk Register To provide administrative support in the maintenance of the Corporate Risk Register. Policy and Protocol Maintenance To assist in the maintenance of the Policy and Protocol spreadsheet tracking when documents are due for review. To assist in updating documents following ratification with regards to formatting, version control and ensuring documents are accessible to staff. Insurances, memberships, leases and registrations To be aware of the monitoring of these and assist as needed including maintenance of Contract Compliance Spreadsheet. Assist with any other related tasks as needed. Administration Support & Communication To work within the wider administration team and support with the answering of the telephones and email queries. Help to monitor the Invicta Health inbox and action/forward or refer as appropriate. Support the Senior Management Team with formatting and distribution of organisation wide communications. Maintain confidentiality at all times and understand the importance of accuracy and excellent data quality. Support the corporate administrative team with internal and external enquiries, responding to telephone calls, e-mails, and other channels of correspondence, using initiative to action/forward or refer as appropriate. Assist with any corporate branding tasks as needed. Support with back end of the website during periods of leave of the Corporate Affairs Manager. Develop and maintain databases as required by the role. To maintain a professional manner as a point of contact with external providers as required. General Duties To work collaboratively and professionally with colleagues across Invicta Health, building and maintaining relationships. To contribute to the development of services, including processes, templates and principles. To ensure that strict confidentiality is observed at all times, especially when dealing with personal information. To take part in any statutory and mandatory training or other training and development programmes as requested. Any other reasonable duties as directed by your line manager. Due to the changing nature of Invicta Health, job descriptions will evolve and are therefore subject to periodic review. Full terms and conditions of employment will be issued if an offer of employment is made.

Monitor inboxes as required for safeguarding invites, smoke free and perinatal mental health team Ensure telephone answered timely and professionally. Assist with booking appointments as necessary Keep organised working environment Keep and maintain accurate spreadsheets Adhere to Trust Policies, Procedures and Guidelines Ensure compliance with Mandatory training requirements in accordance with Trust Policy Compliance with Trust Policies and Procedures including the Code of Conduct Compliance with the Data Protection Act 1998 and Information Governance the post holder is not entitled to use for their own benefit or gain, or to divulge to any persons, firm or other organisation whatsoever, any confidential information belonging to the Trust or relating to the Trusts affairs or dealings which may come to their knowledge during employment

To file and hand out prepared prescriptions to people collecting their medication from the surgery To respond to general patient prescription queries from the front desk, signposting as needed To answer the Dispensary telephone, taking prescription requests & queries from patients & pharmacies To empty the prescription request box daily & pass to Dispensary To receive dispensary stock, check stock received & file invoice, leaving stock for dispensary staff to store To count & file prescriptions daily To enter prescription numbers in Dispensary monthly returns sheet To prepare prescriptions for posting at month end To support & promote the aims and ethos of the Practice and NHS Constitution in delivering high quality person-centred care Promote effective communication with patients and colleagues within and outside the Team

To build and maintain relationships with team members, focussing on communicating well in order to support productive team working To process new referrals in accordance with local Standard Operating Protocols (SOPs) To book clinics and appointments and to manage any cancellations or amendments in a timely manner To maintain health records as required and according to local SOPs To utilise relevant electronic patient record systems to enter and retrieve patient data, ensuring all details are accurately recorded in a timely manner To provide accurate confirmation of appointments to service users, families and carers To maintain the integrity of patient data on electronic patient records, including the creation and update of records Please see attached Job Description and Person Specification for full roles and responsibilities.