JOB DESCRIPTION

JOB TITLE:TRAINEE OFFICE ASSISTANT

REPORTING TO: OFFICE MANAGER

OVERVIEW

The purpose of this position is to serve as a trainee office assistant, being directly responsible to the Office Manager and providing day to day administrative support as needed. In addition to routine tasks that need performing on a weekly/monthly basis, the trainee office assistant’s role is a flexible one, supporting the administration team in various tasks.This is newly created position and the job description will be developed with the appointee during regular appraisals and meetings.

MAJOR GOALS

To be efficient, pleasant, courteous, polite, concerned and helpful to all clients, suppliers and external contacts, under all conditions at all times.

To treat all practice personnel with the same respect and consideration as above

To communicate effectively with all members of staff

To promote our services, personnel and products, both in and out of the practice at all times

To provide administrative and insurance processing support

To actively participate in the staff appraisal system

To understand and implement practice policies as supplied and updated

MAJOR DUTIES/RESPONSIBILITIES

WRS CPD FORUMS

Supporting the Office Manager and other members of the administration team with the organisation and attendance at the practice’s continuing professional development meetings for veterinary surgeons and nurses from other practices. This will include:

  • Setting up the seminar room ready for each event
  • Preparing delegate paperwork (feedback forms, clipboards, pens etc.)
  • Being present at all such marketing events to meet and greet the delegates/guests and maintain a register
  • Help to prepare and issue certificates of attendance

PET INSURANCE

  • Assisting with routine telephone checks on clients’ policies with their insurance companies

GENERAL/OFFICE

  • Photocopying and laminating
  • Filing
  • Stock checks/counts of stationery in preparation for orders
  • Accompanying other members of staff when going to the bank
  • Scanning and document management
  • Miscellaneous tasks as required by partners, practice manager or management team.

HEALTH & SAFETY

  • Be fully aware of all Health & Safety issues and read all information supplied – ask for clarification if necessary.
  • Attend Fire Training within 3 month probationary period (or first available session)
  • Attend training for manual handling and DSE assessments within 3 month probationary period
  • Follow Standard Operating Procedures
  • Always report any faults with equipment to a line manager immediately
  • Do not use any equipment unless you have been fully trained to do so

GENERAL

  • Follow Employee General Guidelines
  • Carry out and be accountable for any specific tasks or responsibilities allocated by the office manager, line managers, practice manager or partners
  • Equipment maintenance (request servicing/repair as necessary) and recording in maintenance file
  • Assisting with practice marketing initiatives e.g. Open Evenings, Open Days etc.
  • Participation in external CPD appropriate to your role plusany training in-house
  • Applying a common sense approach to task prioritisation, as well as having a flexible approach regarding necessary cover during low staffing periods due to holiday or sickness

MEASURES OF ACHIEVEMENT

1.Consistent accuracy, reliability, responsiveness and sound initiative when working with other members of staff – positive feedback from other staff members in this regard

2.A perceptible willingness to learn and apply new skills

3.High level of client satisfaction(both internal and external)/low level of complaints

4.High levels of satisfaction/commendation from colleagues

5.Accurate and timely stock checks to maintain optimal levels of stationery and consumables

6.Academic success with regard to any additional training undertaken (SAGE/Business Administration/IT etc.)

7.Completed Administration Induction Checklist by end of 3 month probationary period

8.Completed competency checklists appropriate to role

9.Attendance at relevant CPD

10.Adherence to practice policies as supplied and updated

PERSON SPECIFICATION

JOB TITLE–Trainee Office Assistant

SPECIFICATION / ESSENTIAL / DESIRABLE
Experience / Work experience placement within office environment
Knowledge / Good working knowledge of Word, Excel and Outlook
Qualifications / Good level of general education – at least GCSE grade C or equivalent in English, Maths and IT / A – levels or above in IT
Secretarial qualifications from college or a recognised provider such as Reed or Pitman
Skills & Abilities / Excellent communication skills
Ability to prioritise and work to deadlines
Flexible approach to work
Other qualities / Excellent attention to detail
Discretion and confidentiality