Job summary
The Attendance Management Team are looking to recruit a Band 3 Secretary/Administrator to assist the Senior Administrator in the effective implementation of Trust's Policy in relation to Attendance Management to all Nursing areas within the hospital.
You will assist the Senior Administrator in providing advice and support to ensure managers understand their responsibility for the implementation of attendance management and undertake all possible actions to minimise sickness levels.
The post holder needs to have experience in administration, clerical and secretarial duties with the ability to provide an excellent, confidential and efficient service.
The duties will primarily focus on tasks associated with attendance management, and keeping clear and concise records and to communicate with managers when appropriate to assist in compiling Sickness Management Case information.
This role also requires significant organisational skills, time management skills and personal credibility.
Main duties of the job
Support the administration of attendance management for the Hospital i.e., providing Managers with necessary documentation.
Input new notifications onto ESR Oracle System.
Update and maintain the Attendance Absence Database.
Liaise with Managers in support of absence management.
Compile and circulate reports on attendance absence.
Support Managers to compile Attendance Management Case information.
Maintain staff confidentiality.
Liaise with staff from all levels of the Hospital and organisation.
About us
#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.
We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.
The health and wellbeing of colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.
The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment.
Job description
Job responsibilities
Provide an efficient secretarial/administration service.
Produce high quality reports within agreed deadlines as required.
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 audio typing, photocopying, collating 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 requirement to travel to different sites.
Ensure sickness and absences are recorded on the ESR system.
To monitor and order stock and non-stock items as 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 undertake any other duties that would be a reasonable expectation of the role.
Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.
You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies
Please note that this post does not meet the pay or skill level required for a Skilled worker visa.
Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-vis
Job description
Job responsibilities
Provide an efficient secretarial/administration service.
Produce high quality reports within agreed deadlines as required.
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 audio typing, photocopying, collating 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 requirement to travel to different sites.
Ensure sickness and absences are recorded on the ESR system.
To monitor and order stock and non-stock items as 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 undertake any other duties that would be a reasonable expectation of the role.
Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.
You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies
Please note that this post does not meet the pay or skill level required for a Skilled worker visa.
Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-vis
Person Specification
Physical Requirements
Essential
- Requirement for sitting in a restricted position for a substantial proportion of the working time.
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.
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
- Previous experience of working in a busy office environment
- Ability to work as an effective team member.
Desirable
- Relevant Experience of working within the NHS
Knowledge
Essential
- Maintain electronic records/information on computer
Desirable
- Knowledge of Policy & Procedures related to Absence
Skills
Essential
- Excellent interpersonal/communication skills
- Administrative Skills
- Excellent telephone manner
- Good interpersonal skills.
- Good numeracy and literacy skills
Person Specification
Physical Requirements
Essential
- Requirement for sitting in a restricted position for a substantial proportion of the working time.
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.
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
- Previous experience of working in a busy office environment
- Ability to work as an effective team member.
Desirable
- Relevant Experience of working within the NHS
Knowledge
Essential
- Maintain electronic records/information on computer
Desirable
- Knowledge of Policy & Procedures related to Absence
Skills
Essential
- Excellent interpersonal/communication 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).
