Admin Assistant job in Sheffield at Doncaster District And Bassetlaw Health

Admin Assistant

Company: doncaster, District and Bassetlaw Health

Location: Doncaster UK

Date Posted:Apr 03, 2018

Doncaster District & Bassetlaw UNISON Health Branch Admin Assistant (part time) Contract type:Permanent subject to a 6 months probationary periodGrade:NHS Agenda for change Band 2Hours:25 hours per weekSalary:£15,404 - £18,157 per annum pro rataWorking Patterns: Monday to Friday Location: Branch Office, Jenkinson House, White Rose Way, DoncasterReports to:Branch Secretary (immediate line manager)Responsible to:Branch Management  OVERALL AIM OF THE JOBProvide an effective, compassionate and responsive service to UNISON members and activists who come into contact with the Branch Office;Provide administrative and clerical support to the Branch including Branch Officers and Self-Organised Groups;Maintain Branch membership and subscription records, in liaison with relevant UNISON departments;  RELEVANT JOB INFORMATION AND SKILLS REQUIRED: Job factorRelevant Job Information Communication and Relationship SkillsRespond to external and internal telephone and email queries from members, stewards and officers.   Dealing with queries from prospective members and sending out application forms and information about the Branch. Providing members with information about UNISON benefits and services and processing forms in accordance with Unison rules. The postholder is not required to provide advice to members but will be the first point of contact for members seeking assistance.  Gather basic information clearly and accurately from the member and refer to Shop Stewards/Officers for advice (in line with criteria from Branch Secretary). Provide reception function and welcome visitors to the Branch Office.Deal with sensitive and confidential information. Working co-operatively as part of a dispersed and multi-disciplinary team.Knowledge, Training & ExperienceAble to work to a range of administrative and clerical procedures and protocols and have knowledge of a range of admin processes.   Knowledge and experience of Microsoft Office software, IT and keyboard skills.  Display a professional and compassionate telephone manner. Analytical and Judgement SkillsAble to make judgements on how to deal with and resolve member enquiries. Planning and Organisational SkillsOrganise own tasks, plan and prioritise own workload and arrange meetings for others.Booking of accommodation and transport for conferences, training and events.Physical SkillsAble to operate office machinery (e.g. photocopier, fax machine, printer, scanner)  Advanced keyboard skills. Telephone skills. Responsibility for Human ResourcesRecording training attended by stewards and sending out follow up letters to encourage new stewards to attend relevant training as identified by Branch Secretary. Responsibility for Information ResourcesAssist with efficient and accurate maintenance of Branch Case Management System on Microsoft Access.Assist with dealing with membership enquiries using online membership records system Web Access Regional Membership System (WARMS).  Checking and entering new members’ details on the UNISON membership system (WARMS) and updating that information as required. Checking subscription information against membership details and following up discrepancies with individual members. Assist with maintainenance of written records of subscription payments and membership details for retired, unemployed and student membersAssist with the appropriate and efficient filing of documents in accordance with Data Protection Act.Deal with incoming and outgoing post (inc. electronic mail) and log all correspondence accordingly. Provide clerical support for Branch meetings including minute taking.Freedom to ActWorks within standard administrative procedures with someone available for reference. Physical EffortFrequent sitting or standing for processing and filing. Mental EffortFrequent concentration required when concentrating on telephone enquiries, receiving and recording information and filing. Emotional EffortLimited exposure to distressing or emotional circumstances. Working ConditionsUsing VDU equipment more or less continuously. Most tasks are keyboard and telephone based. Occasional lone working. Responsibility for Financial and Physical Resources Assist with the maintenance and ordering of stationery and office supplies from approved suppliers. Providing office-hours cover, particularly in the absence of the Clerical Officer and acting as a key-holder.Assisting in recruitment of members and activists by compiling and despatching recruitment materials.Providing services to new members and stewards including collating and dispatch of information packs and updating of distribution lists. Assist with the maintenance of supplies of publicity and reference materials for dispatch to members and stewards.despatching recruitment materials.  View full job description
JobCentre Plus 1 year ago
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