Job summary
We are looking to employ a hard working individual who will work as a Service Administrator within our Older Persons Mental Health service. You will be responsible for directly supporting the Community Mental Health Team to ensure that the day to day co-ordination and administrative support is delivered in a timely and professional manner.
You will play a key role in co-ordination and planning, and will be required to provide a comprehensive administrative service across a range of activities with focus on dealing with patients and their families, telephone calls, typing and data entry. You must be confident and able to work with minimal supervision, demonstrating the ability to use initiative. You should have an eye for detail and a high degree of accuracy - taking pride in the work you do. You should be able to prioritise your own workload and communicate in a clear and effective manner with service users, families, and colleagues both internally and external to the service.
The successful applicant will ideally have an awareness of mental health issues and will be able to demonstrate a caring and sensitive approach to their work.
In return, we will offer a supportive environment for you to develop and grow. You will receive regular supervision and opportunities to develop your skillset. Previous experience of working within the NHS is desirable but not essential, as full induction will be provided.
Main duties of the job
Support and assist the team manager to successfully deliver all activities relating to the day to day business of the team including co-ordination of referrals, triage, duty, general administration and data entry.
Responsible for the development and delivery of high quality administration processes to aid the delivery of safe and effective clinical services in a community setting
Respond to external and internal telephone enquiries and take appropriate action as a result of the enquiry.
Exercise excellent communication skills with a wide range of stakeholders.
Respond and manage any e-mail queries and requests for meetings on behalf of the team.
Scheduling appointments and resolving conflicting diary appointments.
Daily use of EMIS Community module
Dealing with and collating data.
Work with limited supervision using own initiative.
Be aware of the priorities and needs of the team and assisting in achieving all deadlines.
Maintain a courteous helpful attitude and respect confidentiality.
About us
Based in the North East of England we provide a range of hospital and community health services from our leading facilities, including the Queen Elizabeth Hospital, Blaydon urgent care centre and Bensham Hospital, all within Gateshead.
Established in 2005, we were one of the first foundation trusts in the country and since then have consistently achieved the highest levels of care for patients.
We now employ around 4,800 staff and currently provide 444 hospital beds across the Gateshead region.
Our values should be the 'golden thread' which runs through everything we do - they are the core of who we are. Our five values can easily be remembered by the simple acronymICORE; Innovation, Care, Openness, Respect, Engagement.
We have a number of staff networks including the BAME network, D-Ability network, LGBTQ+ Network and the Women's Network, to challenge us and help us to constantly improve. Our armed forces network is one of our emerging networks.
The health and wellbeing of our staff is one of our highest priorities, and we offer a range of support and initiatives as part of our 'Balance' programme balancegateshead.com to cater for our diverse workforce, so that your individual needs can be supported, allowing you a happy and healthy working experience with us.
Job description
Job responsibilities
- Facilitates excellent customer service, in person and on the telephone, following guidance and procedures delivered through in-house training.
- Provides proactive, comprehensive secretarial service and support, which may include handling enquiries, arranging clinics and meetings, supporting the team manager and wider team with administrative duties, processing typing/checking documentation, processing mail, photocopying etc
- Provides agreed levels of support to the service to maintain cover in the absence of other administrative staff.
See job description and person specification for details.
Job description
Job responsibilities
- Facilitates excellent customer service, in person and on the telephone, following guidance and procedures delivered through in-house training.
- Provides proactive, comprehensive secretarial service and support, which may include handling enquiries, arranging clinics and meetings, supporting the team manager and wider team with administrative duties, processing typing/checking documentation, processing mail, photocopying etc
- Provides agreed levels of support to the service to maintain cover in the absence of other administrative staff.
See job description and person specification for details.
Person Specification
Qualifications
Essential
- General level of education to O-Level/ GCSE or equivalent
- NVQ L3 in Business Administration (or equivalent knowledge & experience)
- Keyboarding/typing qualification equivalent to RSA3/OCR Advanced text/word processing or typing skills to a high standard
- Knowledge of computer packages eg Word, Excel, Access, Outlook, Powerpoint
- Audio typing qualification or demonstrable experience
Desirable
- NVQ Level 3 Level 3 in Customer Care (or equivalent)
Knowledge & Experience
Essential
- Knowledge of NHS Policies and Procedures
- Working knowledge of Microsoft applications, including e-mail communication
- Ability to maintain and update Patient Information Systems e.g. EMIS
- Good working knowledge of office procedures
- Previous secretarial/clerical experience
- Ability to uphold confidentiality at all times
Desirable
- Experience working in a mental health service
- Experience in processing CPA, Mental Health Act and Safeguarding documentation
- Experience using stock ordering systems and petty cash systems
- Experience of working with medical records filing systems
Skills and competencies
Essential
- Excellent communication and interpersonal skills, both verbal and written
- Note-taking skills
- Good organisational and planning skills
Desirable
Person Specification
Qualifications
Essential
- General level of education to O-Level/ GCSE or equivalent
- NVQ L3 in Business Administration (or equivalent knowledge & experience)
- Keyboarding/typing qualification equivalent to RSA3/OCR Advanced text/word processing or typing skills to a high standard
- Knowledge of computer packages eg Word, Excel, Access, Outlook, Powerpoint
- Audio typing qualification or demonstrable experience
Desirable
- NVQ Level 3 Level 3 in Customer Care (or equivalent)
Knowledge & Experience
Essential
- Knowledge of NHS Policies and Procedures
- Working knowledge of Microsoft applications, including e-mail communication
- Ability to maintain and update Patient Information Systems e.g. EMIS
- Good working knowledge of office procedures
- Previous secretarial/clerical experience
- Ability to uphold confidentiality at all times
Desirable
- Experience working in a mental health service
- Experience in processing CPA, Mental Health Act and Safeguarding documentation
- Experience using stock ordering systems and petty cash systems
- Experience of working with medical records filing systems
Skills and competencies
Essential
- Excellent communication and interpersonal skills, both verbal and written
- Note-taking skills
- Good organisational and planning skills
Desirable
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).
