Job summary
This is a part-time (22.5hrs per week) 9 month fixed term contract to cover maternity leave. It could be a perfect opportunity for you to learn and develop your understanding of administrative practice in mental health care in our locality. We are looking for a dedicated and experienced Senior Administrator/Medical Secretary to join our Early Intervention Psychosis team (EIP) based at Huntington House in Monks Cross, York. EIP is a community-based service for people ages 14-65, who may be experiencing seeing or hearing things that other people do not, or have unusual scary and distressing thoughts that they cannot control.
This supportive and friendly team are based in an open plan office on the first floor of the building, alongside other community mental health teams. If you are an individual who is confident in using multiple information systems and Microsoft Office as part of your day-to-day work, thrive in a busy and dynamic setting, and are keen to join a team striving to make a real difference, then we are looking for you.
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
We are first and foremost looking for an administrator with a passion for helping people; someone who believes in delivering excellent customer service, who is interested in learning and working in a health care setting and has a 'can do' attitude. You will support a multi-disciplinary team made up of nurses, doctors, psychologists, and support workers, enabling them to provide the best possible care to our patients.
The successful candidate will be able to evidence that they are comfortable multi-tasking in a busy environment, are confident offering supervisory support to other admin staff, can communicate confidently, build strong working relationships and prioritise their workload effectively. Duties will include comprehensive diary management for the Consultant and medical team; processing of digital dictation and production of patient letters; detailed minute taking; accurate and timely record keeping on a patient management system.
To aid you in your application please refer to the Job Description and TRAC helpful hints attached. Although this post is advertised as part time, there is an opportunity for the successful candidate to work across this team and another, in order to work full time hours. Please view the following vacancy 346-NYA-155-25-C if you wish to work across both teams. Please outline in your supporting information whether you wish to be considered for full-time across both teams, or part time with 1 team.
About us
With a starting salary of £27,485 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 assist in cross-cover support as required for other community teams.
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 assist in cross-cover support as required for other community teams.
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).
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/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).
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).
Employer details
Employer name
Tees Esk and Wear Valleys NHS Foundation Trust
Address
Community Mental Health Services, Huntington House
Jockey Lane
York
YO32 9XW
Employer's website
https://www.tewv.nhs.uk/ (Opens in a new tab)
