Job summary
A unique and exciting fixed term (12 months) opportunity has arisen for an organised, conscientious and dynamic administrator to join our recently established Community Mental Health 'Hub' team.
The Hub is a drop-in centre, located in the City of York Council building, at 30 Clarence Street in York. It forms part of York Mental Health Partnership's vision of support for adults across the city and will help change the way people are able to access mental health services.
There will be a choice of work base for the successful candidate (from one of our existing Community Mental Health facilities in York e.g. Huntington House or Acomb Garth) and an expectation that they will, as required by the service, work 'in the field' on occasion i.e. at the CYC building or events nearby. These locations and facilities will be easily accessible by car, bus and bicycle.
As a member of this small and friendly multi-disciplinary team, you will work in both an office environment and alongside the team in the community.
If you are looking for a new challenge, an opportunity to be part of a team striving to make a difference, enjoy variety in your work and have skills in project and process development, we will welcome your application for this role.
Main duties of the job
Having significant previous experience as an administrator is essential to this role. NHS or other health/social care experience is desirable. We are looking for an individual with a passion for people, demonstrable customer service experience, extensive organisational skills, an interest in working in a mental health care setting and a 'can do' attitude.
This role will be the heart of a dedicated and caring team and is a pivotal role in the day-to-day operations. You will provide essential day-to-day administrative support to the clinical team, ensuring that the processes you develop and put in place are sustainable and meet the needs of the service. This will enable them to provide the best possible care for the service users.
We are looking for someone who feels comfortable in a public healthcare setting, can multi-task in a busy environment, can communicate confidently, is thorough and takes pride in their work, can build strong working relationships with a variety of people, can prioritise their workload and work to deadlines.
About us
With a starting salary of £24,625 per annum, a generous NHS pension scheme, a fantastic annual leave package (27 days annual leave plus bank holidays) and access to other NHS staff benefits and discounts, it is fair to say that this job has a lot to offer. And, it's not just the NHS pay scaleand benefits that we offer that make joining our organisation an excellent choice, there are many training and development opportunities available, giving you the opportunity for career progression.
All staff have regular 1-2-1s, quarterly supervision meetings and an annual appraisal, which provides lots of opportunity for discussion around achievements, challenges and aspirations.
Staff recognition is very important to us; we work closely with colleagues to support development, the staff voice, and to recognise teams and individuals through our Greatix and Star Award schemes; highlighting the outstanding work being done every day.
We recognise that Administrators are professionals and are a valuable asset to our organisation. We understand that they have a key role in the support and delivery of our services and that their contribution helps us in achieving our aim of consistently providing safe and high-quality care for our service users. The kind of care we would want for ourselves and for our loved ones.
Job description
Job responsibilities
The following responsibilities are examples, please refer to the attached Job Description for the complete picture.
Generic administrative activity such as: making telephone calls and answering the telephone, responding to letters and emails, checking/taking the post, liaise with other departments and sites across the North Yorkshire area, ordering supplies, calendar management (e.g. organising meetings/events), minute taking, data input, files and documentation prep (e.g. case notes), photocopying, filing.
To interact compassionately with service users and carers at all times.
To promote a positive image of the mental health hub, the partnership organisations and the Trust, and the people who access our services.
To be a point of contact on behalf of the hub for service users, carers and visitors; responding to enquiries in a patient and helpful manner.
To establish effective lines of communication, processes and governance pathways with multiple public and private sector organisations.
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 this post the successful applicant will be confirmed in post on a permanent basis.
You must have the Right to Work in the UK in order to be successfully appointed to this role. Please note, this role does not meet the required eligibility criteria for sponsorship under the Skilled Worker visa and therefore the Trust is unable to offer sponsorship for this particular role
Job description
Job responsibilities
The following responsibilities are examples, please refer to the attached Job Description for the complete picture.
Generic administrative activity such as: making telephone calls and answering the telephone, responding to letters and emails, checking/taking the post, liaise with other departments and sites across the North Yorkshire area, ordering supplies, calendar management (e.g. organising meetings/events), minute taking, data input, files and documentation prep (e.g. case notes), photocopying, filing.
To interact compassionately with service users and carers at all times.
To promote a positive image of the mental health hub, the partnership organisations and the Trust, and the people who access our services.
To be a point of contact on behalf of the hub for service users, carers and visitors; responding to enquiries in a patient and helpful manner.
To establish effective lines of communication, processes and governance pathways with multiple public and private sector organisations.
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 this post the successful applicant will be confirmed in post on a permanent basis.
You must have the Right to Work in the UK in order to be successfully appointed to this role. Please note, this role does not meet the required eligibility criteria for sponsorship under the Skilled Worker visa and therefore the Trust is unable to offer sponsorship for this particular role
Person Specification
Qualifications
Essential
- Level 3 Qualification in relevant field or equivalent experience or willingness to work towards Level 3 in Business Administration.
- Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above/New GCSE in Maths and English (Grade 4 to 9) are an essential requirement to be fully competent in the role. Where an applicant does not have the above qualifications or are unable to provide evidence of the certification, the applicant MUST achieve the required standards during their probationary period.
Desirable
- Level 3 in Business Administration.
- RSA Level 2 or equivalent Secretarial/administrative experience in a clinical environment.
Experience
Essential
- Experience of working in an administrative environment (diary management, filing systems, meeting coordination, minute talking, data input, collating and presenting information).
- Customer Service experience (face to face, answering calls, correspondence).
- Experience of organising completing demands and workloads.
- Experience of setting up and maintenance of administrative systems and processes.
- Evidence of experience in working autonomously and proactively.
- Demonstrable experience of being a first point of contact for service users, patients, customers.
Desirable
- Experience of working in and across health or social care settings.
- Evidence of experience in project support or event support work.
Knowledge
Essential
- Comprehensive knowledge of administrative procedures and the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines
- Comprehensive knowledge of Microsoft Office applications (Word, Excel and Outlook)
- Understanding of confidentiality and the associated legal and policy requirements
Person Specification
Qualifications
Essential
- Level 3 Qualification in relevant field or equivalent experience or willingness to work towards Level 3 in Business Administration.
- Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above/New GCSE in Maths and English (Grade 4 to 9) are an essential requirement to be fully competent in the role. Where an applicant does not have the above qualifications or are unable to provide evidence of the certification, the applicant MUST achieve the required standards during their probationary period.
Desirable
- Level 3 in Business Administration.
- RSA Level 2 or equivalent Secretarial/administrative experience in a clinical environment.
Experience
Essential
- Experience of working in an administrative environment (diary management, filing systems, meeting coordination, minute talking, data input, collating and presenting information).
- Customer Service experience (face to face, answering calls, correspondence).
- Experience of organising completing demands and workloads.
- Experience of setting up and maintenance of administrative systems and processes.
- Evidence of experience in working autonomously and proactively.
- Demonstrable experience of being a first point of contact for service users, patients, customers.
Desirable
- Experience of working in and across health or social care settings.
- Evidence of experience in project support or event support work.
Knowledge
Essential
- Comprehensive knowledge of administrative procedures and the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines
- Comprehensive knowledge of Microsoft Office applications (Word, Excel and Outlook)
- Understanding of confidentiality and the associated legal and policy requirements
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).
