Job summary
The post holder will work as an integral part of the Sector Management Team, working closely with the Admin Team Leader, Service Manager, Team Managers, clinical and medical staff, administrative staff, the Business & Service Development Manager, the Business Support Officer, the Executive PA/Professional Lead for Admin. Staff, other Trust staff and various internal and external agencies.
The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.
Main duties of the job
The post holder will support the Admin Team Leader and Service Manager in relation to their roles and will work closely with the Clinical Team in the sector to ensure that administrative staff are working to the priorities of the services. The post holder will take a lead role in the management of non-clinical aspects of the sector, e.g. facilities and data management (SAR) and act as the Professional Lead for administrative staff in the sector.
- To work closely with the Admin Team Leader, Service and Sector Managers providing administrative support in relation to their roles. This may include typing, minute-taking, arranging meetings, undertaking small projects etc.
- To prepare documents (SAR) by copy via SystmOne on request through Health Records for approval as directed, ensuring that all policies and procedures are adhered to.
- To prepare documents by copy or audio typing using Microsoft office software (letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to.
About us
- To take the lead on identified facilities management projects for the sector, assisting the administrative staff and Team / Inpatient Managers with issues relating to maintenance, facilities, procurement etc. This may include taking a lead on and co-ordinating office moves to new premises etc.
- To have a working knowledge of health and safety regulation and work with the Team Managers to maintain a safe environment for patients and visitors to the sites in accordance with fire and health and safety procedures. To assist the managers in ensuring that related legislation is implemented across the sites, whilst monitoring, promoting and developing new practice and initiatives.
- To assist the Team Managers in managing and monitoring day-to-day maintenance of the sites (including repairs and cleaning and gardening) and the implementation of appropriate systems.
- To assist the Team / Inpatient Managers in monitoring the cleaning contracts for the sites and to attend relevant meetings as appropriate.
Job description
Job responsibilities
- To work closely with the Admin Team Leader, Service and Sector Managers providing administrative support in relation to their roles. This may include typing, minute-taking, arranging meetings, undertaking small projects etc.
- To prepare documents (SAR) by copy via SystmOne on request through Health Records for approval as directed, ensuring that all policies and procedures are adhered to.
- To prepare documents by copy or audio typing using Microsoft office software (letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to.
- To work closely with the Team Managers and doctors to ensure their administrative needs are met.
- To work closely with the clinical team in the sector to ensure their administrative needs are being met.
- To ensure effective administrative systems are in place to support the clinical work of the team in the sector. This includes working with the other Administration Managers to ensure that, as far as possible, a standardised approach is taken to the implementation and use of administrative processes, templates and forms.
- To work with the Managers to ensure the provision of a reception/front house service, ensuring that telephone calls, correspondence and direct contacts with patients and other internal or external agencies are dealt with in an appropriate and professional manner, encouraging staff to use judgement and discretion where necessary and to refer complex matters to relevant senior members of staff.
- To work with the other Administration Managers in order to make the best use of the admin. resources in the Service Line.
- To work provide day-to-day management of the office and the development, implementation and maintenance of office practices and procedures to ensure that all non-clinical requirements of the teams are met.
- To carry out a range of administrative tasks and be able to provide cover for administrative staff in the sector as and when required.
- To work to ensure that adequate stock levels of stationery and other clinical equipment are maintained at all times.
- To participate in the induction programme for new staff to the sector. This will involve advising staff how administrative support services operate within the sector
Job description
Job responsibilities
- To work closely with the Admin Team Leader, Service and Sector Managers providing administrative support in relation to their roles. This may include typing, minute-taking, arranging meetings, undertaking small projects etc.
- To prepare documents (SAR) by copy via SystmOne on request through Health Records for approval as directed, ensuring that all policies and procedures are adhered to.
- To prepare documents by copy or audio typing using Microsoft office software (letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to.
- To work closely with the Team Managers and doctors to ensure their administrative needs are met.
- To work closely with the clinical team in the sector to ensure their administrative needs are being met.
- To ensure effective administrative systems are in place to support the clinical work of the team in the sector. This includes working with the other Administration Managers to ensure that, as far as possible, a standardised approach is taken to the implementation and use of administrative processes, templates and forms.
- To work with the Managers to ensure the provision of a reception/front house service, ensuring that telephone calls, correspondence and direct contacts with patients and other internal or external agencies are dealt with in an appropriate and professional manner, encouraging staff to use judgement and discretion where necessary and to refer complex matters to relevant senior members of staff.
- To work with the other Administration Managers in order to make the best use of the admin. resources in the Service Line.
- To work provide day-to-day management of the office and the development, implementation and maintenance of office practices and procedures to ensure that all non-clinical requirements of the teams are met.
- To carry out a range of administrative tasks and be able to provide cover for administrative staff in the sector as and when required.
- To work to ensure that adequate stock levels of stationery and other clinical equipment are maintained at all times.
- To participate in the induction programme for new staff to the sector. This will involve advising staff how administrative support services operate within the sector
Person Specification
Qualifications
Essential
- GCSE level English and Maths
Desirable
- Knowledge of Psychiatric terminology
Previous Experience
Essential
- Experience dealing with members of the public both face to face and on the phone.
- Experience of working in multidisciplinary mental health team
- Experience in the training and support of clinical staff in office systems.
Desirable
- Experience in the use of spreadsheets for clinical and statistical purposes.
Skills and Knowledge
Essential
- Knowledge of mental health and medical terminology and familiarity with the use of medical reference and related software packages.
- A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel and PowerPoint.
- Knowledge and experience in the maintenance of clinical database packages.
- Ability to communicate effectively in English, both verbally and in writing
- Awareness and some knowledge of Health and Safety Regulations.
- Fast accurate audio and copy typing skills.
- Ability to treat service users with respect and dignity at all times, with cultural sensitivity
- Able to build constructive relationships with warmth and empathy, using good communication skills.
Desirable
- Experience in using SystmOne
- European Computer Driving Licence
Attitudes, Aptitudes, Personal Characteristics
Essential
- Able to prioritise workload, work with minimum supervision, making routine decisions
Person Specification
Qualifications
Essential
- GCSE level English and Maths
Desirable
- Knowledge of Psychiatric terminology
Previous Experience
Essential
- Experience dealing with members of the public both face to face and on the phone.
- Experience of working in multidisciplinary mental health team
- Experience in the training and support of clinical staff in office systems.
Desirable
- Experience in the use of spreadsheets for clinical and statistical purposes.
Skills and Knowledge
Essential
- Knowledge of mental health and medical terminology and familiarity with the use of medical reference and related software packages.
- A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel and PowerPoint.
- Knowledge and experience in the maintenance of clinical database packages.
- Ability to communicate effectively in English, both verbally and in writing
- Awareness and some knowledge of Health and Safety Regulations.
- Fast accurate audio and copy typing skills.
- Ability to treat service users with respect and dignity at all times, with cultural sensitivity
- Able to build constructive relationships with warmth and empathy, using good communication skills.
Desirable
- Experience in using SystmOne
- European Computer Driving Licence
Attitudes, Aptitudes, Personal Characteristics
Essential
- Able to prioritise workload, work with minimum supervision, making routine decisions
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).
