Job summary
- To act as initial point of contact for the Adult Mental Health (AMH) Planned Care General Manager and leadership team.
- To be responsible for ensuring the provision of a full secretarial service to the General Manager and leadership team.
- To undertake non-routine activities which may be delegated by line manager, General Manager, or other members of the leadership team.
- To promote at all times a positive image of people with mental health conditions and learning disabilities.
- To promote at all times a positive image of Adult Mental Health Services, and the wider Trust.
Main duties of the job
Clinical Responsibilities, Patient Contact
- To be the first point of contact for patients and carers via the telephone.
Administrative Responsibilities
- First point of contact for managers within the Trust and from other healthcare organisations dealing with a range of enquiries, queries or concerns on behalf of the General Manager and leadership team to support them in communications with all groups or individuals involved in the service.
- Takes and transcribes formal minutes of meetings and distributes appropriately. Undertakes any administrative follow up actions as required.
- Provides extensive, accurate diary management for the General Manager and leadership team where required.
- To be responsible for the preparation and distribution of papers, agendas and minutes to support regular meetings. Accept responsibility for undertaking any administrative follow-up actions as appropriate.
Staff Management, Training and Development, HR
- Where required, provides day-to-day supervision of junior administrative staff, delegating tasks as necessary, ensuring required standards are met and providing guidance as required.
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
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
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 (level 2) and numeracy (level 2)
- TQ Level 2/ ECDL or equivalent
- Recognised secretarial qualifications - ie RSA III or equivalent
Experience
Essential
- Can demonstrate evidence of knowledge and implementation of administrative and organisational policies and procedures.
- Can demonstrate through experience significant organisational and resource management skills
- Can demonstrate experience of business management and working within a business administration/management post.
- Can demonstrate experience of preparing reports and action plans
- Can demonstrate substantial evidence of experience in using computer based software systems and general office procedures
- Evidence of document management systems.
- Can demonstrate evidence of managing own workload and co-ordinating office management systems
- Can demonstrate significant experience of providing personal administrative and secretarial support to a senior manager
- Can demonstrate experience of involvement in an application of TEWV QIS improvement methodology and Kaizen work
- Experience of taking and transcribing minutes
Desirable
- Experience of working in health care
- Experience of working with people in distress
Knowledge
Essential
- To be highly knowledgeable in administrative procedures
- To be fully literate and able to communicate clearly complex information verbally, in legible writing and electronically in appropriate formats
- To be able to demonstrate analytical and formulation skills in data processing.
- To be able to produce reports, presentations and deliver information to a range of audiences
- To have knowledge and understanding of and be able to implement confidential information management systems.
- To be able to organise, plan and deliver complex activities and projects across sites and manage own workload
- To be well organised and have ability to cope with pressure
- To be able to work within the parameters of procedures and protocols and effectively apply work systems
- To be able to demonstrate development and implementation of effective administrative support and efficient communication systems
- To be able to use office equipment, specifically IT resources, photocopying and transcribing machines and other audio/visual aids as necessary.
- To be able to use a range of software packages and have knowledge of a range of IMT applications.
- To understand the principles of information governance and confidentiality as they apply within the NHS.
- To have leadership skills in the development of planning and production of events
Skills
Essential
- Demonstrate good organisation and diary management skills to include co-ordination of meetings and associated duties.
- Work on own initiative, prioritise work and consistently meet deadlines.
- Input data accurately/efficiently
- Communicate effectively with the English language and demonstrate both verbal and written comprehension skills.
- Maintain concentration and attention to detail whilst also dealing effectively with interruptions
- To be able to use a visual display unit more or less continuously on most days.
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 (level 2) and numeracy (level 2)
- TQ Level 2/ ECDL or equivalent
- Recognised secretarial qualifications - ie RSA III or equivalent
Experience
Essential
- Can demonstrate evidence of knowledge and implementation of administrative and organisational policies and procedures.
- Can demonstrate through experience significant organisational and resource management skills
- Can demonstrate experience of business management and working within a business administration/management post.
- Can demonstrate experience of preparing reports and action plans
- Can demonstrate substantial evidence of experience in using computer based software systems and general office procedures
- Evidence of document management systems.
- Can demonstrate evidence of managing own workload and co-ordinating office management systems
- Can demonstrate significant experience of providing personal administrative and secretarial support to a senior manager
- Can demonstrate experience of involvement in an application of TEWV QIS improvement methodology and Kaizen work
- Experience of taking and transcribing minutes
Desirable
- Experience of working in health care
- Experience of working with people in distress
Knowledge
Essential
- To be highly knowledgeable in administrative procedures
- To be fully literate and able to communicate clearly complex information verbally, in legible writing and electronically in appropriate formats
- To be able to demonstrate analytical and formulation skills in data processing.
- To be able to produce reports, presentations and deliver information to a range of audiences
- To have knowledge and understanding of and be able to implement confidential information management systems.
- To be able to organise, plan and deliver complex activities and projects across sites and manage own workload
- To be well organised and have ability to cope with pressure
- To be able to work within the parameters of procedures and protocols and effectively apply work systems
- To be able to demonstrate development and implementation of effective administrative support and efficient communication systems
- To be able to use office equipment, specifically IT resources, photocopying and transcribing machines and other audio/visual aids as necessary.
- To be able to use a range of software packages and have knowledge of a range of IMT applications.
- To understand the principles of information governance and confidentiality as they apply within the NHS.
- To have leadership skills in the development of planning and production of events
Skills
Essential
- Demonstrate good organisation and diary management skills to include co-ordination of meetings and associated duties.
- Work on own initiative, prioritise work and consistently meet deadlines.
- Input data accurately/efficiently
- Communicate effectively with the English language and demonstrate both verbal and written comprehension skills.
- Maintain concentration and attention to detail whilst also dealing effectively with interruptions
- To be able to use a visual display unit more or less continuously on most days.
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).
