Job summary
Due to the expansion of specialist mental health services, a fantastic opportunity has arisen for a conscientious and dynamic senior administrator to join our close-knit and supportive Adult Eating Disorders Teams.
There are two teams across North Yorkshire and York and Selby who provide services for people living in York and Selby,
This is a new senior administration as the medical secretary to the specialist psychiatrist's role and you would be a member of this ever growing and friendly team, you will work in an open plan office 4 person office at Huntington House however depending on the appointed applicant other sites can be explored across the North Yorkshire bases described. The post will offer some home working time each week. The sites are also home to a number of the other mental health service teams and are areas of high activity; no two days are the same. If you are looking for a new challenge, enjoy variety in your work and are looking to be part of a team striving to make a difference, we will welcome your application for this role.
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.
Main duties of the job
Whilst having previous experience in an administrative role is essential, NHS or other health care experience is not. We are first and foremost looking for individuals with a passion for people, customer service experience, extensive organisational skills, an interest in working in a health care setting and a 'can do' attitude.
This role is at the heart of a dedicated and caring team and is a pivotal role in the day-to-day administrative operations. As the Medical Secretary and Senior Administrator in the team, you will work closely with the Consultant, the wider medical team, and your administrative colleagues, supporting them in ensuring high standards are maintained and that they have everything they need to provide the best possible care for service users.
We are looking for someone pro-active and thorough, someone who feels comfortable multi-tasking in a busy environment, can prioritise their workload and work to deadlines; can build strong working relationships with a variety of people, by communicating effectively, confidently and compassionately.
About us
With a starting salary of £27,485 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: dealing with answer machine messages, 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 be a point of contact on behalf of the consultant and medic team, for service users, carers and visitors; responding to enquiries in a patient and helpful manner.
To interact compassionately with service users and carers at all times.
To promote a positive image of the mental health service, the Trust and the people who access our services.
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
The following responsibilities are examples, please refer to the attached Job Description for the complete picture.
Generic administrative activity such as: dealing with answer machine messages, 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 be a point of contact on behalf of the consultant and medic team, for service users, carers and visitors; responding to enquiries in a patient and helpful manner.
To interact compassionately with service users and carers at all times.
To promote a positive image of the mental health service, the Trust and the people who access our services.
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
- BTEC Diploma/Level 3 Diploma in Leadership and Management OR equivalent (i.e. NVQ in Business Administration). Plus a willingness to work towards the Level 5 in Leadership and Management within an agreed timescale.
- IT Qualification (i.e. ECDL Qualification or RSA) OR demonstrates equivalent knowledge gained through relevant work experience.
- Key skills/functional skills in literacy and numeracy Level 2 OR O Level/GCSE Grade C and above OR New GCSE in Maths and English Grade 4 to 9.
Experience
Essential
- Implementing and maintaining systems and processes within an administration team.
- Leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service.
- Significant experience of working in an administrative environment including digital audio typing, Microsoft Office applications, diary management, filing systems, collating and presenting information.
- Co-ordinating meetings and associated duties.
- Extracting data and report preparation.
- Participation in service and quality improvement initiatives.
- Advanced typing skills and inputting data accurately and efficiency.
Knowledge
Essential
- Understanding of data protection and service user / staff confidentiality in line with defined procedures and guidelines.
- A sound understanding of quality improvement initiatives.
- Organising and completing demands and workloads meeting deadlines using delegation where necessary.
- Problem solving for an area of work or developing alternative or additional procedures
Person Specification
Qualifications
Essential
- BTEC Diploma/Level 3 Diploma in Leadership and Management OR equivalent (i.e. NVQ in Business Administration). Plus a willingness to work towards the Level 5 in Leadership and Management within an agreed timescale.
- IT Qualification (i.e. ECDL Qualification or RSA) OR demonstrates equivalent knowledge gained through relevant work experience.
- Key skills/functional skills in literacy and numeracy Level 2 OR O Level/GCSE Grade C and above OR New GCSE in Maths and English Grade 4 to 9.
Experience
Essential
- Implementing and maintaining systems and processes within an administration team.
- Leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service.
- Significant experience of working in an administrative environment including digital audio typing, Microsoft Office applications, diary management, filing systems, collating and presenting information.
- Co-ordinating meetings and associated duties.
- Extracting data and report preparation.
- Participation in service and quality improvement initiatives.
- Advanced typing skills and inputting data accurately and efficiency.
Knowledge
Essential
- Understanding of data protection and service user / staff confidentiality in line with defined procedures and guidelines.
- A sound understanding of quality improvement initiatives.
- Organising and completing demands and workloads meeting deadlines using delegation where necessary.
- Problem solving for an area of work or developing alternative or additional procedures
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).
