An exciting opportunity has arisen for an individual to join the Infection Prevention and Control Team at Moorfields Eye Hospital NHS Foundation Trust as an Administrator in a part time role.

The post holder will be a key member of the Infection prevention and Control team who will be expected to provide high-quality administrative support to the team. The role requires strong communication and IT skills, attention to detail and good organisational and leadership skills.

The post holder will need to have a high level of personal and professional organisation skills, self-motivation and flexibility in approach to their work to meet the needs of the service. Excellent interpersonal and communication skills, both verbally and in writing will be essential along with the ability to communicate effectively with a wide range of health care professionals, senior managers and stakeholders from inside and outside of the organisation.

Previous experience in working in a secretarial or administrative role in a hospital or other clinical setting is desirable but not essential.

To act as the first point of contact for enquires and correspondence for the above team, referring matters as appropriate, by telephone, email or face to face based on the level of urgency.

To be proficient in the use of Microsoft Word, Excel, and other software packages as required.

To action all incoming mail and queries as appropriate

To ensure work objectives are met on a day-to-day basis

Prioritise workload on a daily basis, referring to line manager for guidance as necessary

Assess calls and enquires for urgency and priority, forwarding calls where appropriate.

To maintain and develop up-to-date and efficient office systems including filing. To manage the Teams data bases and ensure they are updated and kept in an accurate manner.

Able to use initiative during working day to arrange meetings, prepare papers and distribute all papers in agreed timeframes.

To take minutes for committees and other meetings as required and do draft minutes in agreed timeframes.

Gathering and sharing statistical data as requested.

Supporting additional project work plus support development of business plans e.g. gathering information and producing reports and presentations, as required.

To perform any administrative duties required for specific area of work

Be responsible for stock ordering and monitoring of stock

To locate and collect patient notes as required by the teams

This post is based at our City Road site.

At Moorfields, we provide more than just an excellent career and great colleagues to work with. We also offer:

Salary including High-Cost Area Supplement

Opportunity to join the NHS Pension Scheme

Free 24/7 independent counselling service

Learning and development opportunities

Easy and quick transport links

A range of attractive benefits and discounts

Access to Blue Light Card and other NHS Discount Schemes

Free Pilates classes

Full support and training to develop your skills

Flexible working friendly organisation

And so much more! To see the full range of benefits we offer please see our Moorfields benefits document.

The post holder will be responsible for providing comprehensive administrative, managerial, and secretarial support the Infection Prevention and Control Team.

They will be expected to work independently ensuring that daily tasks and ongoing workloads are prioritised and completed in agreed timeframes.

MAIN RESPONSIBILTITES

To act as the first point of contact for enquires and correspondence for the above team, referring matters as appropriate, by telephone, email or face to face based on the level of urgency.

To be proficient in the use of Microsoft Word, Excel, and other software packages as required.

To action all incoming mail and queries as appropriate

To ensure work objectives are met on a day-to-day basis

Prioritise workload on a daily basis, referring to line manager for guidance as necessary

Assess calls and enquires for urgency and priority, forwarding calls where appropriate.

To maintain and develop up-to-date and efficient office systems including filing. To manage the Teams data bases and ensure they are updated and kept in an accurate manner.

• Able to use initiative during working day to arrange meetings, prepare papers and distribute all papers in agreed timeframes.
• To take minutes for committees and other meetings as required and do draft minutes in agreed timeframes.
• Gathering and sharing statistical data as requested.
• Supporting additional project work plus support development of business plans e.g. gathering information and producing reports and presentations, as required.
• To perform any administrative duties required for specific area of work

Be responsible for stock ordering and monitoring of stock

• To locate and collect patient notes as required by the teams

OFFICE MANAGEMENT AND ADMINISTRATION RESPONSIBILITIES

To ensure that the office environment is well-maintained and kept in a usable and safe order. Ensure that any equipment is in good working order, e.g. printer.

• Report any equipment that is not working to the appropriate department (s) and follow up.

To be responsible for the ordering and maintenance of all supplies used by the Infection Prevention and Control Team using on the e-procurement online ordering system.

To prepare papers in advance of meetings, appointments, teaching sessions, study days, conferences and any other events.

To communicate in a professional manner with external agencies on behalf of the infection control team as required.

To assist in the maintenance of an accurate recording system as required

To be responsible for the taking and drafting of minutes for relevant meetings. To circulate agendas for future meetings and ensure that all necessary requirements are in place.

Contribute and assist with the design and production of leaflets and other publicity in conjunction with the teams.

Ensure all documents and information are handled with the appropriate level of sensitivity in line with data protection and information governance policy.

In conjunction with the teams assist with special project work including the collation and preparation of reports for the teams.

• To assist with the resource section of the Trust intranet and maintain and update the Policies, procedures and standards and newsletters in collaboration with the team.

The job description gives a general outline of the duties of the post and is not intended to be an inflexible or finite list of tasks. It may be varied, from time to time, after consultation with the post holder.