Job summary
Previous applicants need not apply
The post holder will provide a high level, efficient, comprehensive and confidential admin support service to Rushcliffe Local Mental Health Team within Adult Mental Health in Nottinghamshire.
The roles require an experienced individual who has a flexible approach to work and the ability to prioritise and work on their own initiative. This will include maintaining patient related records/databases making appointments and preparing correspondence.
Main duties of the job
To work as part of a local administrative team. Provide cover in the absence of colleagues and where service demands, this may include cover at other sites.
To undertake office duties including diary management and message management, opening and distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents, typing and photocopying, collating of documents and electronic filing as well as general administration support services.
About us
We have a huge variety of opportunities in our expansive Trust covering geographically from South Yorkshire, Nottinghamshire to Leicester, providing mental health inpatient and community services, community health services, forensic mental health services and secure prison healthcare across the East Midlands.
We have more than 100 sites and a huge scope of unique opportunities to develop your career and gain some amazing experiences. We strive to be a great place to work and offer many staff benefits and tailored staff support and wellbeing programmes.
Do you want to make a difference?
Do you believe in Trust, Honesty, Respect, Compassion and Teamwork?
Then Nottinghamshire Healthcare is the perfect place for you to start, maintain or further your career. Join our team of nearly 9000 who are making a difference every day. We are all about our people - our staff, volunteers, carers, service users and patients. We are NottsHC.
Follow us on Facebook and Twitter @NottsHealthcare
Job description
Job responsibilities
To carry out all aspects of clerical/administrative and reception support.
Produce high quality reports within agreed deadlines, as required.
To undertake office duties including diary management and message management, opening & distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents and electronic filing, as well as general administration support services. To deal with requests and enquiries and forward them to the relevant team member.
Facilitate meetings/investigations/disciplinaries including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking.
To be able to work flexibly and provide cover which may include the requirements to travel to different sites.
To collect and maintain accurate team information with regards to training undertaken and any other database.
To monitor and order stock and non-stock items, as required.
Booking courses, accommodation and travel requests, as and when required.
To manage, update and maintain diary schedules, ensuring that conflicting and amended appointments are actioned appropriately.
Responsible for ensuring that accurate work is completed within the time limits and standards set.
To work effectively both independently and as a team member.
Responsible for own Mandatory Training requirements.
To ensure medical records are filed in line with Information Governance procedures.
Resolve or signpost queries from patients, carers, internal departments and external agencies as appropriate.
To ensure patient referrals are processed and to timely input, update, maintain information and resolve queries on the patient database.
To ensure patient's notes are pulled, requested and tracked in a timely manner in preparation for the clinics and ensure any follow-ups/appointments are actioned.
To undertake any other duties that would be a reasonable expectation of the role.
Job description
Job responsibilities
To carry out all aspects of clerical/administrative and reception support.
Produce high quality reports within agreed deadlines, as required.
To undertake office duties including diary management and message management, opening & distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents and electronic filing, as well as general administration support services. To deal with requests and enquiries and forward them to the relevant team member.
Facilitate meetings/investigations/disciplinaries including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking.
To be able to work flexibly and provide cover which may include the requirements to travel to different sites.
To collect and maintain accurate team information with regards to training undertaken and any other database.
To monitor and order stock and non-stock items, as required.
Booking courses, accommodation and travel requests, as and when required.
To manage, update and maintain diary schedules, ensuring that conflicting and amended appointments are actioned appropriately.
Responsible for ensuring that accurate work is completed within the time limits and standards set.
To work effectively both independently and as a team member.
Responsible for own Mandatory Training requirements.
To ensure medical records are filed in line with Information Governance procedures.
Resolve or signpost queries from patients, carers, internal departments and external agencies as appropriate.
To ensure patient referrals are processed and to timely input, update, maintain information and resolve queries on the patient database.
To ensure patient's notes are pulled, requested and tracked in a timely manner in preparation for the clinics and ensure any follow-ups/appointments are actioned.
To undertake any other duties that would be a reasonable expectation of the role.
Person Specification
Qualifications
Essential
- Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience
- Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience
Desirable
- ECDL
- Medical Terminology
- Audio Typing
Training
Essential
- Microsoft Office i.e Database, Excel, Word, Powerpoint
- Minute Taking
Experience
Essential
- Scheduling/Diary Management
- Experience of working in a customer-facing role
- High level of Microsoft software
- Previous experience of working in an office environment
- Ability to work as an effective team member
Desirable
- Experience of working within the NHS
- Knowledge of Patient Information Systems
Knowledge
Essential
- Computer literacy including Word, Excel, Outlook, Database
- Maintain electronic records/information on computer
Skills
Essential
- Excellent interpersonal/communication skills, including excellent written and oral skills
- Administrative Skills
- Excellent telephone manner
- Good interpersonal skills
- Good numeracy and literacy skills
Person Specification
Qualifications
Essential
- Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience
- Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience
Desirable
- ECDL
- Medical Terminology
- Audio Typing
Training
Essential
- Microsoft Office i.e Database, Excel, Word, Powerpoint
- Minute Taking
Experience
Essential
- Scheduling/Diary Management
- Experience of working in a customer-facing role
- High level of Microsoft software
- Previous experience of working in an office environment
- Ability to work as an effective team member
Desirable
- Experience of working within the NHS
- Knowledge of Patient Information Systems
Knowledge
Essential
- Computer literacy including Word, Excel, Outlook, Database
- Maintain electronic records/information on computer
Skills
Essential
- Excellent interpersonal/communication skills, including excellent written and oral skills
- Administrative Skills
- Excellent telephone manner
- Good interpersonal skills
- Good numeracy and literacy skills
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
