Job summary
The post holder will provide administrative support to the Getting More Help Services based at North End House in Durham and Derwentside Child and Family Centre in Consett. They 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.
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
You will be expected to support by arranging meetings, managing diaries and taking minutes and supporting the production of reports for internal and external services, providing a comprehensive word processing service from shorthand and/or audio dictation, accurately and in a timely manner.
You will be part of the Getting More Help Services Leadership Team.
You will be expected to be part of development and quality Improvements.
To undertake non-routine activities, which may be delegated by the line managers, senior managers or other members of the team.
Accurately inputs, updates and retrieves data using a variety of data collection systems (electronic and paper-based) including booked admissions, patient records, clinical coding etc and any new systems that may be introduced in the future.
Provides the provision of a full administrative service to the service.
To undertake non-routine activities, which may be delegated by the line managers, senior managers or other members of the team.
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
Provides the provision of a full administrative service to the service including triaging of e-mails and post, administering annual leave and study leave applications, booking attendance at training events and conferences and liaising with designated staff to ensure accommodation and travel is booked as required.
Provides a comprehensive word processing service from shorthand and/or audio dictation (including letters, reports, memos, minutes etc) accurately and in a timely manner.
Accurately inputs, updates and retrieves data using a variety of data collection systems (electronic and paper-based) and any new systems that may be introduced in the future.
Manages the diaries of managers and other staff.
Organises workshops and conferences that may include the identification and booking of venues, speakers, catering and equipment, liaising with designated staff to ensure accommodation and travel is booked as required and corresponding with applicants and course facilitators.
Undertakes general office duties as necessary including faxing, photocopying, filing etc.
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
Provides the provision of a full administrative service to the service including triaging of e-mails and post, administering annual leave and study leave applications, booking attendance at training events and conferences and liaising with designated staff to ensure accommodation and travel is booked as required.
Provides a comprehensive word processing service from shorthand and/or audio dictation (including letters, reports, memos, minutes etc) accurately and in a timely manner.
Accurately inputs, updates and retrieves data using a variety of data collection systems (electronic and paper-based) and any new systems that may be introduced in the future.
Manages the diaries of managers and other staff.
Organises workshops and conferences that may include the identification and booking of venues, speakers, catering and equipment, liaising with designated staff to ensure accommodation and travel is booked as required and corresponding with applicants and course facilitators.
Undertakes general office duties as necessary including faxing, photocopying, filing etc.
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 / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Level 5 in Leadership and Management within an agreed timescale.
- IT Qualification (i.e. ECDL Qualification, RSA, NVQ in Business Administration) OR equivalent knowledge gained through relevant work experience.
- Key skills in literacy and numeracy Level 2 or O Level / GCSE in Maths and English grade C or above (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 / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Level 5 in Leadership and Management within an agreed timescale.
- IT Qualification (i.e. ECDL Qualification, RSA, NVQ in Business Administration) OR equivalent knowledge gained through relevant work experience.
- Key skills in literacy and numeracy Level 2 or O Level / GCSE in Maths and English grade C or above (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).
