Job summary
Do you have excellent organisational skills and a compassionate demeanour?
We are seeking a dedicated individual to join our friendly team as an administrator, joining our friendly and supportive colleagues.
This specific position is supporting the Later Life service, based at Weavers Croft, Stroud.
This role is within "Specialist Mental Health Services" which comprises of the following Countywide services:
- NHS Talking Therapies
- Managing Memory Services
- ADHD & Autism
- Eating Disorders
- Gloucestershire Recovery in Psychosis
- Perinatal Mental Health
- ARRS Nursing
- Later Life
If you are looking for a rewarding career where you can make a positive impact on the lives of individuals struggling with mental health challenges, we invite you to apply.
Main duties of the job
As the Administrator, you will play a crucial role in supporting the day-to-day operations of our team. Your responsibilities will include managing administrative tasks such as scheduling appointments, maintaining client records, coordinating referrals, and handling inquiries from clients and partners through our public telephone line.
You will be the first point of contact for many clients, so excellent communication skills, empathy, and a non-judgmental attitude are essential. The ability to maintain confidentiality and handle sensitive information with care is also crucial in this role.
In addition, you will work closely with clinicians and other team members to ensure the smooth functioning of the mental health services we provide. Your attention to detail, strong organisational skills, and proactive approach will be key to your success in this role.
The role is in a busy and dynamic team, you will need to be responsive to change and communicate effectively. We provide a supportive environment and opportunity for development. You will receive regular supervision to support you with your role.
The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.
About us
We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.
Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:
- 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
- 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
- 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.
This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.
Job description
Job responsibilities
Communicating effectively with a wide range of people including colleagues, Managers and members of the public, ensuring at all times that a professional approach is presented.
Transferring internal and external calls, faxes, mail and emails and taking messages, ensuring that all issues are actioned or passed on and followed up in a timely manner.
Using Microsoft office applications such as Microsoft Word for word processing.
Actively participating (and taking minutes) in team meetings and discussions with colleagues and manager to make constructive suggestions as to how services could be improved within own work area, and implementing such changes with guidance from line manager.
As far as possible within own role, ensure a professional, proactive service is provided to clients, including helping as far as possible with the absence of colleagues to deal with enquiries and avoid potential problems.
Ensuring that all departmental spreadsheets and Information Systems are accurate and are kept up to date.
Prioritise own workload, organising work to meet priorities and highlighting to appropriate colleagues when potential problems may occur.
Keep all files, systems, and paperwork up to date in line with departmental procedures, highlighting any difficulties or potential issues to line manager.
Ensure all paperwork is filed or shredded promptly and securely.
Carrying out general administrative tasks for the department to agreed standards and timescales, e.g. photocopying, sending out correspondence and documents, etc.
Order office stationary as necessary.
Undertake other support functions as requested by management.
To greet and manage patients in person both in Reception or non-Reception areas depending on base of work.
Acts in ways that; support equality and value diversity. Treat everyone with whom you come in contact, with dignity and respect & recognise and report behaviour that undermines equality and diversity.
Job description
Job responsibilities
Communicating effectively with a wide range of people including colleagues, Managers and members of the public, ensuring at all times that a professional approach is presented.
Transferring internal and external calls, faxes, mail and emails and taking messages, ensuring that all issues are actioned or passed on and followed up in a timely manner.
Using Microsoft office applications such as Microsoft Word for word processing.
Actively participating (and taking minutes) in team meetings and discussions with colleagues and manager to make constructive suggestions as to how services could be improved within own work area, and implementing such changes with guidance from line manager.
As far as possible within own role, ensure a professional, proactive service is provided to clients, including helping as far as possible with the absence of colleagues to deal with enquiries and avoid potential problems.
Ensuring that all departmental spreadsheets and Information Systems are accurate and are kept up to date.
Prioritise own workload, organising work to meet priorities and highlighting to appropriate colleagues when potential problems may occur.
Keep all files, systems, and paperwork up to date in line with departmental procedures, highlighting any difficulties or potential issues to line manager.
Ensure all paperwork is filed or shredded promptly and securely.
Carrying out general administrative tasks for the department to agreed standards and timescales, e.g. photocopying, sending out correspondence and documents, etc.
Order office stationary as necessary.
Undertake other support functions as requested by management.
To greet and manage patients in person both in Reception or non-Reception areas depending on base of work.
Acts in ways that; support equality and value diversity. Treat everyone with whom you come in contact, with dignity and respect & recognise and report behaviour that undermines equality and diversity.
Person Specification
Qualifications
Essential
- GCSE level education or equivalent
- Good literacy and numeracy skills
- IT Skills certificate or equivalent demonstrable IT skills experience
- NVQ Level 3 in administration or equivalent experience in previous employment.
Experience
Essential
- Proven experience of unsupervised administrative work in a busy office environment
- Experience of Data Inputting and Retrieval
- Experience of maintaining a comprehensive databases and systems
Desirable
- Previous experience in an NHS or care service setting
- Previous experience in a mental health setting.
Person Specification
Qualifications
Essential
- GCSE level education or equivalent
- Good literacy and numeracy skills
- IT Skills certificate or equivalent demonstrable IT skills experience
- NVQ Level 3 in administration or equivalent experience in previous employment.
Experience
Essential
- Proven experience of unsupervised administrative work in a busy office environment
- Experience of Data Inputting and Retrieval
- Experience of maintaining a comprehensive databases and systems
Desirable
- Previous experience in an NHS or care service setting
- Previous experience in a mental health setting.
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.
