Job summary
Are you a highly organised Administrator seeking to join a supportive and compassionate team? The Integrated Bournemouth East Community Mental Health Team is looking for an Administrative Assistant to provide essential support to a multidisciplinary team, ensuring the smooth running of daily operations and patient-related administrative tasks.
You'll be proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook), experienced in minute taking, and confident in audio and copy typing. Strong attention to detail, the ability to work under pressure, and experience using clinical systems such as RiO are highly desirable.
Excellent communication skills are essential, as you'll liaise with healthcare professionals, patients, and carers, often handling sensitive conversations with empathy and professionalism. Flexibility, responsiveness, and strong IT skills are key to success in this role.
Employment in this post requires an Enhanced Disclosure and Barring Service (DBS) check, which the Trust will cover the cost of. Applicants who subscribe to the DBS update service are able to present a valid DBS certificate instead of requiring a new check.
Main duties of the job
To ensure the provision of effective and efficient secretarial and administrative support including dealing with telephone enquiries, relatives, carers, GPs, and other agencies, maintaining good communications between staff members of the Trust, GP Practices and outside representatives demonstrating discretion and confidentiality.
To attend meetings as required and take and transcribe formal minutes at meetings. To have access to team diaries, plan and organise activities and events including meetings and multi-disciplinary meetings with internal and external organisations as requested.
Ensure letters, memorandums and reports are of high quality and are complete in terms of presentation and accuracy and adhere to Trust Policy and guidelines.
To ensure that patient appointments are made effectively and in a timely manner using the Electronic Patient Record.
To ensure the maintenance of accurate information on patient records systems, databases, and spreadsheets.
Be responsible for accepting referrals from a range of sources, screening for appropriateness, gathering information and registering on the patient record.
Applications from candidates that require current Skilled worker sponsorship to work in the UK are unfortunately ineligible to apply for this position.
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.
We understand that using AI can be a useful and supportive tool when completing your application. However, we have also seen an increase in the over-reliance of AI tools which is negatively impacting applications as they remove candidates individuality, and it becomes much harder to get a sense of who you are and your authentic experience. If you do use AI, it should be used to enhance your application and not to create your supporting statement in its entirety. If we suspect you have used AI to create your supporting statement and this does not match your experience, we may withdraw your application.
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 contact dhc.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.
We understand that using AI can be a useful and supportive tool when completing your application. However, we have also seen an increase in the over-reliance of AI tools which is negatively impacting applications as they remove candidates individuality, and it becomes much harder to get a sense of who you are and your authentic experience. If you do use AI, it should be used to enhance your application and not to create your supporting statement in its entirety. If we suspect you have used AI to create your supporting statement and this does not match your experience, we may withdraw your application.
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 contact dhc.wideningparticipation@nhs.net
Person Specification
Knowledge Skills and Training
Essential
- Educated to GCSE level or equivalent experience.
- Knowledge and understanding of data protection and patient confidentiality.
- Demonstrable evidence of arranging meetings and minute taking
- Evidence of audio typing/typing from recorded meetings
Desirable
- NVQ Level 3 or equivalent in Administration or Customer Service.
Job Specific Experience
Essential
- Evidence of experience of working in an administrative role within a customer facing environment
- Demonstrable skills in written and spoken English to a standard which enables the post holder to carry out the full range of duties and responsibilities of the role effectively.
Desirable
- Experience of working with or within the NHS in a same or similar role.
Information Technology
Essential
- Experience of using Microsoft Office software including Outlook, word processing and spreadsheets.
- Accurate, fast typing and keyboard skills
Desirable
- Experience using RiO Electronic Patient Record System.
Personal quaslities/attributes
Essential
- Evidence of effective team working and interacting and communicating with members of the public
- Demonstrates evidence of an ability to work to a high level of accuracy.
- Demonstrated ability at exercising tact and diplomacy
- Evidence of ability to use own initiative within sphere of responsibility
- Evidence of being able to multitask, perform under pressure within a time frame and deal with competing priorities.
- Evidence of good communication skills, both verbal and written.
- Demonstrable interpersonal skills with a professional approach in manner and appearance.
Person Specification
Knowledge Skills and Training
Essential
- Educated to GCSE level or equivalent experience.
- Knowledge and understanding of data protection and patient confidentiality.
- Demonstrable evidence of arranging meetings and minute taking
- Evidence of audio typing/typing from recorded meetings
Desirable
- NVQ Level 3 or equivalent in Administration or Customer Service.
Job Specific Experience
Essential
- Evidence of experience of working in an administrative role within a customer facing environment
- Demonstrable skills in written and spoken English to a standard which enables the post holder to carry out the full range of duties and responsibilities of the role effectively.
Desirable
- Experience of working with or within the NHS in a same or similar role.
Information Technology
Essential
- Experience of using Microsoft Office software including Outlook, word processing and spreadsheets.
- Accurate, fast typing and keyboard skills
Desirable
- Experience using RiO Electronic Patient Record System.
Personal quaslities/attributes
Essential
- Evidence of effective team working and interacting and communicating with members of the public
- Demonstrates evidence of an ability to work to a high level of accuracy.
- Demonstrated ability at exercising tact and diplomacy
- Evidence of ability to use own initiative within sphere of responsibility
- Evidence of being able to multitask, perform under pressure within a time frame and deal with competing priorities.
- Evidence of good communication skills, both verbal and written.
- Demonstrable interpersonal skills with a professional approach in manner and appearance.
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.
