Job summary
An exciting opportunity has arisen for a conscientious and supportive administrator to join our ward team on the Oakwood Unit in Middlesbrough.
Oakwood is an 8 bed male forensic rehabilitation ward which works with people with learning disabilities and/or people who are autistic. The ward sits within our trust's Health and Justice Service and provides care for people who have come into contact with the criminal justice system.
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
The role will include dealing with enquiries to the clinical team and other healthcare professionals, taking action where necessary and ensuring messages are communicated accurately to relevant personnel and in an appropriate and timely manner. You will be the first point of contact and should offer responses in a helpful manner towards enquiries or other issues raised. Offer support to diary management and appointment coordination, arrange and minute meetings, distributing agendas, papers etc.
You will also be required to create and ensure case note files are up to date and available for patient appointments/admissions, including liaison with other departments and sites.
Undertaking of general office duties as required, including ordering supplies, filing photocopying etc.
About us
Benefits for staff working in the Trust include:
- Free parking, car sharingand Cycle to Work Scheme.
- Access to Trust gyms, independent counselling, physiotherapy, Occupational Health, free flu vaccinations, Employee Support, Mindfulness Training, Employee Psychology and Staff Retreats.
- Generous NHS pensionand annual leave package (27 daysplus bank holidays).
- Regular 1-2-1s, quarterly supervision and annual appraisal, providing opportunity for discussion around achievements, challenges, aspirations and training and development opportunities.
- Staff recognition is very important to us; we work closely with colleagues to support development, the staff voice, and to recognise teams and individuals, highlighting outstanding work through our Greatix and Star Award schemes.
Job description
Job responsibilities
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.
Our organisation is on a Journey to Change, creating a great experience for our staff is one of three big goals. Ultimately, our aim is to be a proactive, responsible and mindful employer; recruiting, retaining and training our staff, for the right roles, at the right time.
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
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.
Our organisation is on a Journey to Change, creating a great experience for our staff is one of three big goals. Ultimately, our aim is to be a proactive, responsible and mindful employer; recruiting, retaining and training our staff, for the right roles, at the right time.
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
- 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.
- Experience of working autonomously and proactively.
Desirable
- Experience of supporting/supervising staff.
- Experience of handling monies and working within financial guidelines.
Knowledge
Essential
- Comprehensive knowledge of Microsoft Office applications.
- Understanding of data protection and the need for confidentiality and how to maintain this.
- Knowledge of office systems and processes
Desirable
Skills
Essential
- Numerate to be able to undertake basic calculations/information.
- Good interpersonal and communications skills (articulate, meaningful, legible and appropriate to the audience).
- Accurately transcribe data from a variety of sources, including digital dictation software.
- Follow and work within defined procedures.
- Good organisational skills and able to prioritise workload and work on own initiative within procedures.
- Ability to work as part of a team, sharing knowledge and training.
- High level of attention to detail and quality of work.
- Ability to use and maintain office systems.
- Demonstrate accurate keyboard skills through the ability to word process documents and complete information accurately.
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.
- Experience of working autonomously and proactively.
Desirable
- Experience of supporting/supervising staff.
- Experience of handling monies and working within financial guidelines.
Knowledge
Essential
- Comprehensive knowledge of Microsoft Office applications.
- Understanding of data protection and the need for confidentiality and how to maintain this.
- Knowledge of office systems and processes
Desirable
Skills
Essential
- Numerate to be able to undertake basic calculations/information.
- Good interpersonal and communications skills (articulate, meaningful, legible and appropriate to the audience).
- Accurately transcribe data from a variety of sources, including digital dictation software.
- Follow and work within defined procedures.
- Good organisational skills and able to prioritise workload and work on own initiative within procedures.
- Ability to work as part of a team, sharing knowledge and training.
- High level of attention to detail and quality of work.
- Ability to use and maintain office systems.
- Demonstrate accurate keyboard skills through the ability to word process documents and complete information accurately.
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).
