Job summary
We are seeking an enthusiastic, well-organised and highly motivated individual to join the Mustard Tree as an Administrator / Secretary.
In this role, you will provide comprehensive administrative and secretarial support to the Mustard Tree Management Team and Counselling Service. You will assist with the smooth day-to-day running of various projects, help facilitate patient group sessions, and provide reception cover when needed. A key part of the role also involves representing the Mustard Tree when receiving donations, ensuring donors are warmly welcomed and appropriately thanked.
The successful candidate will have excellent communication skills, work effectively as part of a team, and be able to prioritise a varied workload to ensure an efficient and responsive service. Experience in minute-taking is desirable.
For more information please contact: Amanda Thomson, Support Manager (via email) amanda.thomson2@nhs.net
Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.
Main duties of the job
To provide efficient secretarial and administrative support to the Mustard Tree Management Team, Counselling Service and Lead Cancer Nursing teams.
Responsible for supporting the smooth running of various projects in terms of administration.
To cover reception desk when required.
To represent the Mustard Tree when receiving donations, ensuring donors are warmly welcomed and appropriately thanked.
Responsible for the facilitation of patient group sessions ensuring an equitable service is provided.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment manager for this post who will put you in touch with the recruitment team. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
- To undertake a full range of secretarial and administration activities for the Management Team and Counselling Service within the Mustard Tree and Lead Nursing Teams.
- To manage and monitor stock levels.
- To organise charitable fund payment requests and handle petty cash
To represent the Mustard Tree when receiving donations, ensuring donors are warmly welcomed and appropriately thanked.
- To organise and take accurate minutes of various meetings.
- To co-ordinate / facilitate patient sessions / events / education
- To cover reception desk during lunchtimes / periods of leave / sickness
- To be proficient in the use of IT Systems including, iPM, SCR, EPROC ICM and CRIS
- To act in a professional manner at all times and respond appropriately to both patients and professionals alike
- To action any Estates / Procurement requests.
- To monitor and track referrals and pre and post treatment patients
- Regular communication with Clinical Teams to update on clinic information
- Update SCR
- Notify relevant staff of any changes to patient diagnosis / treatment
- Take appropriate action with regards to telephone calls from patients, GPs and other agencies using initiative, some of which require analysis, and guidance from the nursing/admin staff, where needed.
- To arrange for copies of clinic letters to be forwarded to Surgeries or departments in an orderly and efficient manner.
- Frequent requirement for concentration where the work pattern is not predictable i.e. when transcribing dictation and rearranging body of text, punctuation and grammar, especially with strongly accented dictation and to understand the context in order to do this.
- Maintain an efficient filing system for easy retrieval of documents.
- Required to cover the admin / reception staff during annual leave/sickness and adapt to their work place and individual differential layouts.
Job description
Job responsibilities
- To undertake a full range of secretarial and administration activities for the Management Team and Counselling Service within the Mustard Tree and Lead Nursing Teams.
- To manage and monitor stock levels.
- To organise charitable fund payment requests and handle petty cash
To represent the Mustard Tree when receiving donations, ensuring donors are warmly welcomed and appropriately thanked.
- To organise and take accurate minutes of various meetings.
- To co-ordinate / facilitate patient sessions / events / education
- To cover reception desk during lunchtimes / periods of leave / sickness
- To be proficient in the use of IT Systems including, iPM, SCR, EPROC ICM and CRIS
- To act in a professional manner at all times and respond appropriately to both patients and professionals alike
- To action any Estates / Procurement requests.
- To monitor and track referrals and pre and post treatment patients
- Regular communication with Clinical Teams to update on clinic information
- Update SCR
- Notify relevant staff of any changes to patient diagnosis / treatment
- Take appropriate action with regards to telephone calls from patients, GPs and other agencies using initiative, some of which require analysis, and guidance from the nursing/admin staff, where needed.
- To arrange for copies of clinic letters to be forwarded to Surgeries or departments in an orderly and efficient manner.
- Frequent requirement for concentration where the work pattern is not predictable i.e. when transcribing dictation and rearranging body of text, punctuation and grammar, especially with strongly accented dictation and to understand the context in order to do this.
- Maintain an efficient filing system for easy retrieval of documents.
- Required to cover the admin / reception staff during annual leave/sickness and adapt to their work place and individual differential layouts.
Person Specification
Knowledge & Experience
Essential
- Demonstrable ability to accurately touch type
- Good audio/word processing skills
Desirable
- Reception demonstrable experience
Qualifications
Essential
- Proven typing to OCR standard or equivalent
- NVQ Level 3 in business administration or equivalent demonstrable experience
- Proven English and Maths GCSE or equivalent (A-C)
Desirable
- Proven typing to OCR 2 (or above) standard or equivalent
Aptitude & Abilities
Essential
- Demonstrable good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels
- Effective influencing skills: in general and with senior health care professionals
Person Specification
Knowledge & Experience
Essential
- Demonstrable ability to accurately touch type
- Good audio/word processing skills
Desirable
- Reception demonstrable experience
Qualifications
Essential
- Proven typing to OCR standard or equivalent
- NVQ Level 3 in business administration or equivalent demonstrable experience
- Proven English and Maths GCSE or equivalent (A-C)
Desirable
- Proven typing to OCR 2 (or above) standard or equivalent
Aptitude & Abilities
Essential
- Demonstrable good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels
- Effective influencing skills: in general and with senior health care professionals
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).
