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Free Job description Team Administrator
To provide an integrated and comprehensive administration and secretarial role
supporting the multi-disciplinary team including medics, managers and clinicians
within a busy Team. The role will include the organisation of filing systems and service users’ records and competent keyboard/audio skills. To liaise with external agencies as required.
Use initiative in finding appropriate clinician for advice if required staff member is absent.
Implementing and maintaining effective communication systems with team, locality, acute in-patient staff, GPs and service users.
Distribute/disseminate post as necessary.
Undertake retrieval of electronic clinical files that have been
Processing of Data Protection enquiries, liaising with both service users and clinicians to ensure that all necessary information is provided in an efficient and timely manner.
Undertake administrative duties – photocopying, sending facsimiles, etc.
Provide assistance to clinicians in troubleshooting computer issues.
Scanning incoming correspondence and reports / blood results / prescription cards / ECG and any other investigations ensuring all correctly uploaded into electronic system using the correct naming convention.
Providing cover for other admin staff during periods of leave, sickness or to alleviate workload of colleague as necessary including the undertaking of reception cover as and when required ensuring:
-Messages left overnight on answer phone are distributed appropriately
-Incoming calls via telephone/personally delivered are prioritised and distributed accordingly
Visitors to the base are welcomed in a professional and courteous
manner ensuring appropriate direction to the relevant personnel is
-Incoming post is sorted/distributed in a timely manner
Keep movement chart on all staff updated throughout the day
Maintaining patient confidentiality at all times.
Adhering to all organisational policies, procedures and guidelines.
Undertaking any training requirements in order to enhance the job role and as dictated by your own personal development review.
Undertaking any other jobs/tasks as discussed with your Manager.
Education & Qualifications
Literate English language
Skills & Abilities
Operating IT/Office equipment
65 wpm word processing
Using Excel or the ability to develop this
Cyber skills e.g. email; internet
Assistant in preparations for team meetings
Implementing efficient administration & filing systems
Keeping accurate records
Accurate minute taking
Attention to detail
Building rapport with colleagues
Behaving professionally at all times
Relating to a wide range of people
Communicating effectively in writing and verbally
Working effectively in a team
Tackling several tasks at once
Experience Some experience of working within a secretarial job
Knowledge & Understanding
Service User/Patient Confidentiality
Effective administration systems
Health and Safety
Roles of teams members
Good time keeper
Committed to continuous personal development
Able to work in a flexible way – hours & role (if
Able to work with diversity, and cope with pressurised
Proactive in problem solving and use of initiative
Undertaking word processing/audio support for the provision of required reports, letters, summaries, etc. within the set standards.
Using electronic system to record and retrieve information on both service users and caseload holders.
Implement and maintain effective filing systems, ensuring that service user records are kept safe, confidential, up to date and accessible.
Respond to incoming calls and deal with enquiries in accordance with management procedures. Record all messages accurately ensuring appropriate action is taken and messages passed to the relevant discipline/clinician.