Job summary
An exciting, fixed term/secondment (18 month) opportunity has arisen for an Admin Lead to provide administrative support to the Team Manager and Multi Disciplinary Team within the LD CAMHS service based at the Acley Centre in Newton Aycliffe and North End House in Durham. The post holder will be expected to organise the other admin staff to ensure all duties are covered and will provide regular supervision and appraisal to the members of the administrative team.
Applicants must ensure that prior to applying they have agreement from their current line manager that they can be released on a secondment basis.
In the event that permanent funding is secured for the post the successful applicant will be confirmed in post on a permanent basis.
Main duties of the job
To employ a full range of secretarial and administrative skills that demonstrates knowledge of all relevant administrative procedures within the department and wider Trust. To ensure an effective service is being provided and to provide support and guidance to other staff making use of such software.
To provide line management of Administration Staff to include day to day management, allocation of work including appropriate cover for planned/unplanned absence, appraisals, supervision and sickness monitoring. Recording information on ESR for line managed staff.
To provide cross cover support as required which includes travel between venues or connect via MS Teams etc for meetings, admin duties etc as required.
Provide a comprehensive, effective word processing of all correspondence, i.e. reports, letters, emails, minutes, memos - taking and transcribing, to be completed to a high standard and in a timely manner.
Planning and organising meetings, including taking and transcribe minutes of meetings and distribute appropriately. Accept responsibility for undertaking any administrative follow-up actions as appropriate.
To organise events/meetings such as team development days, workshops or conferences for example to arrange venues, catering, attendance lists etc.
Prioritise own workload. On occasions may need to accommodate unpredictable urgent requests from senior staff.
About us
We are the Mental Health & Learning Disability NHS Trust for County Durham and Darlington, Teesside, North Yorkshire, York and Selby.
From education and prevention, to crisis and specialist care --our talented and compassionate teams work in partnership with our patients, communities and partners to help the people of our region feel safe, understood, believed in and cared for.
We nurture the recovery journey of anyone in need of our help. In Our Trust, everyone has a say in how they are supported and treated because we listen to every person in our care until they feel understood. Our patients, their families and carers work together with us towards better mental health.
We're committed to new thinking that improves the wellbeing of our region. We connect with our communities and partners to get mental health care right, in areas that really need it.
We won't rest until everyone in our region has the mental health care they need, to lead their best possible life.
Job description
Job responsibilities
To be responsible for creating/developing and maintaining spreadsheets and reports to monitor performance in service areas used to report at monthly meetings to monitor, evaluate and improve.
To order, receipt and receive goods and stationery when required using the Cardea system, maintaining stock control etc.
Participate in recruitment and selection of administrative staff and organise induction for new starters. Provides day to day guidance, advice and on the job training for all members of the administration team, organising training for staff as required.
To demonstrate a high level of communication skills that involves dealing with potentially highly complex, contentious and highly personal information requiring sensitivity, empathy and the capacity to make judgments and initiate action autonomously.
Proactive in proposing improvements to administrative processes or procedures within the work area and implements changes, involving or advising other admin staff or managers.
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.
Job description
Job responsibilities
To be responsible for creating/developing and maintaining spreadsheets and reports to monitor performance in service areas used to report at monthly meetings to monitor, evaluate and improve.
To order, receipt and receive goods and stationery when required using the Cardea system, maintaining stock control etc.
Participate in recruitment and selection of administrative staff and organise induction for new starters. Provides day to day guidance, advice and on the job training for all members of the administration team, organising training for staff as required.
To demonstrate a high level of communication skills that involves dealing with potentially highly complex, contentious and highly personal information requiring sensitivity, empathy and the capacity to make judgments and initiate action autonomously.
Proactive in proposing improvements to administrative processes or procedures within the work area and implements changes, involving or advising other admin staff or managers.
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.
Person Specification
Qualifications
Essential
- EITHER: Diploma/NVQ Level 4 in Business Administration OR: Diploma/NVQ Level 3 (or equivalent) in Business Administration plus willingness to work towards the Diploma Level 4 (must be achieved within 2 years of commencement in post).
- ITQ Level 2 or equivalent
- Key skills in literacy and numeracy Level 2 or O Level / GCSE in Maths and English grade C or above
Desirable
Experience
Essential
- Significant secretarial experience
- Where applicable, experience of supervising/training junior administrative staff.
Desirable
- Experience in a clinical environment
Skills
Essential
- Input data accurately / efficiently
- Demonstrate good organisational and diary management skills to include co-ordination of meetings and associated duties.
- Maintain concentration and attention to detail whilst also dealing effectively with interruptions.
- Work on own initiative, prioritise work and consistently meet deadlines
- Lead, motivate and manage staff in a positive manner to facilitate delivery of an effective service.
Knowledge
Essential
- Comprehensive knowledge of secretarial and administrative procedures and the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines.
- Comprehensive knowledge of all Microsoft Office applications
Desirable
- Good working knowledge of the Health Service
Person Specification
Qualifications
Essential
- EITHER: Diploma/NVQ Level 4 in Business Administration OR: Diploma/NVQ Level 3 (or equivalent) in Business Administration plus willingness to work towards the Diploma Level 4 (must be achieved within 2 years of commencement in post).
- ITQ Level 2 or equivalent
- Key skills in literacy and numeracy Level 2 or O Level / GCSE in Maths and English grade C or above
Desirable
Experience
Essential
- Significant secretarial experience
- Where applicable, experience of supervising/training junior administrative staff.
Desirable
- Experience in a clinical environment
Skills
Essential
- Input data accurately / efficiently
- Demonstrate good organisational and diary management skills to include co-ordination of meetings and associated duties.
- Maintain concentration and attention to detail whilst also dealing effectively with interruptions.
- Work on own initiative, prioritise work and consistently meet deadlines
- Lead, motivate and manage staff in a positive manner to facilitate delivery of an effective service.
Knowledge
Essential
- Comprehensive knowledge of secretarial and administrative procedures and the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines.
- Comprehensive knowledge of all Microsoft Office applications
Desirable
- Good working knowledge of the Health Service
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).
