Job summary
A rare fixed term secondment opportunity has arisen for a conscientious, organised and experienced administrator to join the AMH Medical Secretary team at Foss Park Hospital, for 2days a week (Wednesdays and Friday), for a period of 3months.The successful candidate will become part of a well-established team and work alongside an experienced and respected Medical Secretary. The medical team for working age adults covers two inpatient wards (Minster & Ebor) and consists of a substantive Consultant Psychiatrist, two Nurse Consultants and a small group of junior doctors on rotation.Foss Park Hospital is on the outskirts of York City Centre just inside the ring road (North), benefits from free on-site parking and is easily accessible by car, bus and bicycle. As a member of this small and friendly team, you will work in a shared office (4desks) on the first floor of the building. If you are looking for a new challenge or a development opportunity, have a keen eye for detail, an ability to capture and process information quickly and want 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
This secondment could be a valuable learning and development opportunity. Calendar management, minute taking and the production of formulation and discharge letters are the main duties of this post. We are looking for someone who demonstrates exceptional organisational skills, is pro-active and thorough, someone who feels comfortable multi-tasking in a busy environment and can prioritise their workload and work to evolving deadlines.
An ability to build strong working relationships with a variety of people is essential in this role too and communicating effectively, confidently and compassionately is a pre-requisite.
About us
With a starting salary of £26,530 pro rata 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, photocopying, filing, email communications, day-to-day calendar management (multiple calendars), anticipating and organising appointments/meetings/events, minute taking and transcribing, letter production and support the teams audit and reporting needs.
To be a point of contact for the Consultant and medical team.
To be a point of contact for service users, carers and visitors; responding to enquiries in a patient and helpful manner.
To interact compassionately with colleagues, 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.
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, photocopying, filing, email communications, day-to-day calendar management (multiple calendars), anticipating and organising appointments/meetings/events, minute taking and transcribing, letter production and support the teams audit and reporting needs.
To be a point of contact for the Consultant and medical team.
To be a point of contact for service users, carers and visitors; responding to enquiries in a patient and helpful manner.
To interact compassionately with colleagues, 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.
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/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).
Desirable
- Certificate relating to Secretarial studies
- Basic Medical Terminology certificate
Experience
Essential
- Working for the NHS or a similar health care provider
- Provides evidence of significant experience of working in an administrative environment including digital audio typing, Microsoft Office applications, diary management, filing systems, collating and presenting information
- Evidence of leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service
- Demonstrates ability to manage multiple calendars, co-ordinate meetings and associated duties
- Evidence of data extraction and report preparation
- Evidence of participation in service and quality improvement activity
- Demonstrates accuracy and efficiency in inputting data and typing skills
- Evidence of implementing and maintaining systems and processes within an administration team
Knowledge
Essential
- Accurately transcribe data from a variety of sources, including digital dictation software.
- Flexible approach to working with the ability to use own initiative within role, using discretion when making decisions
- Ability to work autonomously and proactively and be accessible to team to support workload
- Adaptable approach to communication, professional with all staff, carers and service users
- Organising and completing demands and workloads meeting deadlines using delegation where necessary
- To be able to critically analyse, appraise and problem solve
- Understanding of data protection and service user / staff confidentiality in line with defined procedures and guidelines
Desirable
- Evidence of knowledge of Human Resources policies and procedures
- Examples of negotiation and influencing skills
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/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).
Desirable
- Certificate relating to Secretarial studies
- Basic Medical Terminology certificate
Experience
Essential
- Working for the NHS or a similar health care provider
- Provides evidence of significant experience of working in an administrative environment including digital audio typing, Microsoft Office applications, diary management, filing systems, collating and presenting information
- Evidence of leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service
- Demonstrates ability to manage multiple calendars, co-ordinate meetings and associated duties
- Evidence of data extraction and report preparation
- Evidence of participation in service and quality improvement activity
- Demonstrates accuracy and efficiency in inputting data and typing skills
- Evidence of implementing and maintaining systems and processes within an administration team
Knowledge
Essential
- Accurately transcribe data from a variety of sources, including digital dictation software.
- Flexible approach to working with the ability to use own initiative within role, using discretion when making decisions
- Ability to work autonomously and proactively and be accessible to team to support workload
- Adaptable approach to communication, professional with all staff, carers and service users
- Organising and completing demands and workloads meeting deadlines using delegation where necessary
- To be able to critically analyse, appraise and problem solve
- Understanding of data protection and service user / staff confidentiality in line with defined procedures and guidelines
Desirable
- Evidence of knowledge of Human Resources policies and procedures
- Examples of negotiation and influencing skills
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).
