Job summary
A vacancy has arisen for an experienced administrator to support the Hospital Manager and wider site team at St Ann's Hospital.
This is an interesting and varied role requiring completion of planned and unplanned tasks and will be best suited to someone who has a calm approach but enjoys the challenge of a busy working environment and who has an aptitude for administration work, which is predominately electronic in nature and where accuracy is vital, and who will bring excellent organisational, time management and prioritising skills to the team.
You will need to be confident in working across a mental health site, as some tasks are undertaken out of the office e.g. escorting contractors, meeting visitors and providing support to other members of the team.
Main duties of the job
To provide administrative support to the Hospital Manager and across the wider site, using a wide range of experienced office skills to include diary management, HR and payroll administration, email, phone and in person query fielding, processing invoices, maintaining monthly audits and information gathering tasks, within an environment of continuously developing demands - where you will need to prioritise and complete a variety planned and unplanned tasks to contribute to the smooth operation of the site.
This role does require some elements of cross-cover within the team, such as covering St Ann's Hospital Main Reception.
To create and maintain excellent interpersonal and communication skills to ensure effective and professional relationships at all levels, internal and external to Dorset HealthCare NHS Foundation Trust.
About us
At Dorset HealthCare we're on a mission to empower people to make the most of their lives through our outstanding, joined-up healthcare services. We're a dynamic, forward looking Trust, running 12 community hospitals, specialist inpatient facilities and a wide range of integrated community and mental health services for a population of almost 800,000 people.
We do things differently here - it's one of the reasons the CQC rated us 'outstanding' in 2019. It's also why 95% of patients across our services say they have a good or very good experience of our services and 89% of staff feel they can really make a difference. Whether you're looking to work with us in one of our bustling market towns, vibrant urban locations, thriving seaside spots, or among the rolling hills of Dorset, there are lots of ways you can make a difference in our communities.
Our 7,000-strong workforce is at the heart of what we do and our success is a testament to our brilliant people. We're all about building a workplace for the future, we believe in equal opportunities and we celebrate diversity. We're an inclusive workplace, where everyone is welcome, everyone can be authentic, and we are all encouraged to be the best version of ourselves.
Working with us you'll be part of a strong team, challenge yourself, build a career, and teach us what we don't know. And you'll be working towards our vision to be better every day through excellence, compassion and expertise in all we do.
Job description
Job responsibilities
For the main duties and responsibilities for this role please read the attached job description and person specification. When completing your application please ensure your supporting statement reflects the criteria set out in these documents by showing how your experience and skills apply to this post.
As part of our vision to have a skilled, diverse and caring workforce, Dorset HealthCare offers support for people getting into work. We offer an employability service to support individuals with application writing, interview skills and other employment support. If you would like or know of anyone who would value this support, please do contactdhc.wideningparticipation@nhs.net
Job description
Job responsibilities
For the main duties and responsibilities for this role please read the attached job description and person specification. When completing your application please ensure your supporting statement reflects the criteria set out in these documents by showing how your experience and skills apply to this post.
As part of our vision to have a skilled, diverse and caring workforce, Dorset HealthCare offers support for people getting into work. We offer an employability service to support individuals with application writing, interview skills and other employment support. If you would like or know of anyone who would value this support, please do contactdhc.wideningparticipation@nhs.net
Person Specification
Knowledge, skills and training
Essential
- Educated to GCSE level A-C in English and maths.
- NVQ Level 3 or equivalent experience in Administration or Customer Service.
- Knowledge and understanding of data protection and confidentiality.
- Well-developed skills in communicating effectively with professionals, service users and visitors within and outside of the NHS or similar organisation.
Desirable
- Knowledge of NHS organisation and protocols.
Job specific experience
Essential
- Min 3 years previous experience of working in an administrative role within a busy and fast paced office environment
- Experience of working within the NHS in same or similar role.
- Experience of being first line in receipt of verbal concerns and complaints.
Desirable
- Familiar with using in house computer systems such as RiO (Electronic Patient Records), Ulysses (Electronic incident/Risk Assessment system), Micad (Estates system) and E-Procurement (Trust Ordering system)
- Experience of working within a Mental Health environment.
Information Technology
Essential
- Demonstrable experience of using Microsoft Office including Outlook, word processing and spreadsheets to RSA Level 3 or equivalent
- Experience of a data entry where accuracy is critical.
- Aptitude for learning and using new electronic systems.
Desirable
- Experience using Rio Electronic Patient Records
Personal Attributes and Qualities
Essential
- Excellent professional written and verbal communication skills, with an ability to demonstrate fluency, clarity, and effectiveness with a wide range of people at all levels
- Ability to think creatively and proactively seek solutions to problems
- Effective at team working and interacting and communicating with colleagues
- Willingness and ability to contribute to continuous service improvement
- Self-motivated and able to motivate others.
- Able to work calmly and methodically under pressure from busy workload and maintain a positive outlook.
- Excellent interpersonal skills with a professional approach in manner and appearance
- Proactive in the use of initiative and ability to work independently.
Person Specification
Knowledge, skills and training
Essential
- Educated to GCSE level A-C in English and maths.
- NVQ Level 3 or equivalent experience in Administration or Customer Service.
- Knowledge and understanding of data protection and confidentiality.
- Well-developed skills in communicating effectively with professionals, service users and visitors within and outside of the NHS or similar organisation.
Desirable
- Knowledge of NHS organisation and protocols.
Job specific experience
Essential
- Min 3 years previous experience of working in an administrative role within a busy and fast paced office environment
- Experience of working within the NHS in same or similar role.
- Experience of being first line in receipt of verbal concerns and complaints.
Desirable
- Familiar with using in house computer systems such as RiO (Electronic Patient Records), Ulysses (Electronic incident/Risk Assessment system), Micad (Estates system) and E-Procurement (Trust Ordering system)
- Experience of working within a Mental Health environment.
Information Technology
Essential
- Demonstrable experience of using Microsoft Office including Outlook, word processing and spreadsheets to RSA Level 3 or equivalent
- Experience of a data entry where accuracy is critical.
- Aptitude for learning and using new electronic systems.
Desirable
- Experience using Rio Electronic Patient Records
Personal Attributes and Qualities
Essential
- Excellent professional written and verbal communication skills, with an ability to demonstrate fluency, clarity, and effectiveness with a wide range of people at all levels
- Ability to think creatively and proactively seek solutions to problems
- Effective at team working and interacting and communicating with colleagues
- Willingness and ability to contribute to continuous service improvement
- Self-motivated and able to motivate others.
- Able to work calmly and methodically under pressure from busy workload and maintain a positive outlook.
- Excellent interpersonal skills with a professional approach in manner and appearance
- Proactive in the use of initiative and ability to work independently.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
