Job summary
We have an exciting opportunity for a Personal Assistant/Admin Team Lead to join our Psychology team within the Intellectual and Developmental Disability Service (IDD). We are seeking an individual with excellent communication and organisational skills.
The Community and Intellectual and Developmental Disability Teams (CIDT) consist of 4 localities, North, South, City and West. All teams include Community Nursing, Occupational Therapists, Physiotherapists, Psychologists, Psychiatrists, Speech and Language Therapists and Dieticians. The IDD team supports clients with a moderate to severe learning disability for individuals over the age of 18 years whom may be enduring mental health challenges. This post would be supporting within the Psychology Team whom study, assess and treat behaviour, emotions and mental processes to assist individuals in managing psychological issues.
This role supports the Head of IDD Psychology and the team of Psychologists in providing an efficient, comprehensive personal assistant and clinical secretary service to the team. To act as a focal point of contact and be responsible for the dissemination of information and enquiry for the Psychology Team, liaising with the multi disciplinary team and other health professionals.
Main duties of the job
Main duties of the role consist of undertaking diary management to the Head of Psychology and Neuropsychology leads and being responsible for undertaking a wide and varied range of administration and personal assistant duties, including receipt of all correspondence, booking of client appointments, typing of clinical correspondence and reports to court standard that are required by the team and also the management of clients awaiting appointments, high quality data analysis and data input. We are seeking an individual with excellent organisational and communication skills, who has team working experience and someone who can work on their own initiative.
The Personal Assistant/Admin Team Lead also has responsibility in managing and supporting admin colleagues within the team, undertaking regular managerial supervision and appraisals.
The role also supports the recruitment and induction preparation for the team for new starters, utilising Trust data bases for HR purposes such as Healthroster and ESR systems. Working as part of the IDD admin team leads within the care unit.
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 our 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
The role proactively manages routine, complex and urgent enquiries using initiative and judgement in deciding what information may give given, chasing progress for effective resolution of such enquiries. Duties also include the arranging of events and time out sessions for the team.
To undertake any other duties which may be reasonably required as within the nature of duties and responsibilities.
To maintain complete confidentiality at all times due to the sensitive and confidential information of clients and staff.
Duties include the production of accurate minutes to a high quality standard to meetings. Analysis of high quality clinical data reports is also required.
Previous Personal Assistant experience is required. Experience of project management and NHS experience is desired.
The role requires someone who is IT literate and is able to confidently use Microsoft packages and has knowledge of a wide range of administration processes and the use of data bases
The following skills are required;
Excellent level of numeracy and literacy
Experience of customer care and experience of handling sensitive situations is required.
This is a busy and varied post and the post holder must be able to prioritise and manage own workload and time management. Excellent communication and organisational skills are required.
All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust's values of Trust, Honesty, Respect, Compassion and Teamwork. All colleagues are expected to demonstrate an understanding and commitment to Equality, Diversity and Inclusion.
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 level required for a Skilled worker visa.
Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care 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-visa
Job description
Job responsibilities
The role proactively manages routine, complex and urgent enquiries using initiative and judgement in deciding what information may give given, chasing progress for effective resolution of such enquiries. Duties also include the arranging of events and time out sessions for the team.
To undertake any other duties which may be reasonably required as within the nature of duties and responsibilities.
To maintain complete confidentiality at all times due to the sensitive and confidential information of clients and staff.
Duties include the production of accurate minutes to a high quality standard to meetings. Analysis of high quality clinical data reports is also required.
Previous Personal Assistant experience is required. Experience of project management and NHS experience is desired.
The role requires someone who is IT literate and is able to confidently use Microsoft packages and has knowledge of a wide range of administration processes and the use of data bases
The following skills are required;
Excellent level of numeracy and literacy
Experience of customer care and experience of handling sensitive situations is required.
This is a busy and varied post and the post holder must be able to prioritise and manage own workload and time management. Excellent communication and organisational skills are required.
All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust's values of Trust, Honesty, Respect, Compassion and Teamwork. All colleagues are expected to demonstrate an understanding and commitment to Equality, Diversity and Inclusion.
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 level required for a Skilled worker visa.
Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care 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-visa
Person Specification
Experience
Essential
- Extensive knowledge of working to senior manager level
- Extensive knowledge of using Microsoft Office applications
- Understanding of Data Protection and principles of confidentiality
- Dealing with people to maintain a high level of customer care
- Experience of working in a busy office environment
- Accurate minute taking
Desirable
- Audio typing
- NHS experience
- Working with computer databases
- Experience of Trust data base systems such as RIO, Healthroster, ESR
Skills
Essential
- Communication and organisational skills
- Ability to prioritise and utilise own initiative
- Use of Data Base systems & Data Analysis
- Excellent telephone manner
- Excellent time management skills
- Experience working without supervision for protracted periods
Qualifications
Essential
- Possession of a recognised leadership/management qualification
- Knowledge of a full range of business admin procedures
- Typing/word processing qualification RSA/OCR III or equivalent skill level
Person Specification
Experience
Essential
- Extensive knowledge of working to senior manager level
- Extensive knowledge of using Microsoft Office applications
- Understanding of Data Protection and principles of confidentiality
- Dealing with people to maintain a high level of customer care
- Experience of working in a busy office environment
- Accurate minute taking
Desirable
- Audio typing
- NHS experience
- Working with computer databases
- Experience of Trust data base systems such as RIO, Healthroster, ESR
Skills
Essential
- Communication and organisational skills
- Ability to prioritise and utilise own initiative
- Use of Data Base systems & Data Analysis
- Excellent telephone manner
- Excellent time management skills
- Experience working without supervision for protracted periods
Qualifications
Essential
- Possession of a recognised leadership/management qualification
- Knowledge of a full range of business admin procedures
- Typing/word processing qualification RSA/OCR III or equivalent skill level
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.
