Senior Administrator for Administration/Reception Team

Berkshire Healthcare Foundation Trust

This job is now closed

Job summary

INTERNAL ONLY - This post is open to Berkshire Healthcare NHS Employees Only

This post is for a Senior Administrator for Administration Team for the Community Paediatrics Team at the Child Development Centre at Fir Tree House, Upton Hospital, Albert Street, Slough. Working pattern is Monday - Friday 9am - 5pm. If you would like to be part of a team that supports, the health and well-being for children and young people aged 0-18. We would like you to be part of a team who love the work they do, love being able to help people (who help people), where there is a real team spirit and sense of community, if you answered 'yes' to the above, then we would love to hear from you! Not only will you help to create the most incredible customer service experience and be provided an outstanding self-development opportunity. We are looking for an experienced team leader who can manage a small team with strong leadership and IT skills and hold responsibility to provide a well-organised reception service supporting children services.

Main duties of the job

Provide a core reception services for children services supporting various teams: community paediatricians, physiotherapy, occupational therapy, speech and language therapy, nursing team and child adolescent mental health

Support admin manager with staff roster for reception/administration staff and arrange cover for planned and unplanned absences

Responsibility for all service referrals and oversee EHCP referrals

Lead a team environment that supports and encourages learning and development for reception, administration, and temporary staff

Works in partnership with other teams to streamline and remove duplication of work, seeking common aims to remove any barriers to collaboration

Deals with customer complaints quickly and fairly, adopting a solution focused approach.

Ordering stock / non-stock medical supplies for community paediatrics

Management of medical devices; purchasing and maintenance

Line management of administration staff inclusive of undertaking appraisals and direct/indirect supervision and support

You will support the administration manager for the management of the administration function for the Community Paediatric Service

To provide administration support to senior management, clinical leads, and medical secretary team

To contribute to development and implementation of service processes and procedures including the creation of standard operating procedures as needed.

About us

Berkshire Healthcare NHS Foundation Trust is a specialist mental health and community health services trust. Rated 'outstanding' by the CQC, we're committed to providing the best possible care to people across Berkshire. As an employer, we're committed to offering an inclusive and compassionate environment where our people share in a sense of belonging and are supported to flourish.

Our values at Berkshire Healthcare are:

Caring for and about you is our top priority
Committed to providing good quality, safe services
Working Together with you to develop innovative solutions

Your wellbeing is important to us. Some of the benefits of working for us include:

Flexible working options to support work-life balance
27 days' annual leave rising with service + opportunity to buy and sell
Generous NHS pension scheme
Excellent learning and career development opportunities
'Cycle to Work' and car leasing scheme including electric vehicles
Access to a range of wellbeing tools and services
Discounts at hundreds of popular retailers and restaurants
Staff networks for race, diversity, disabilities, the environment and armed forces community to support equality
Generous maternity, paternity, adoption and special leave
Free parking across Trust sites

Date posted

16 January 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,857 to £30,570 a year per annum ( Incl of HCAS)

Contract

Permanent

Working pattern

Full-time

Reference number

371-CFS439

Job locations

Childrens Community Nursing East

Upton Hospital

Slough

SL1 2BJ

Job description

Job responsibilities

The must haves for this role:

Ability to lead/support administration team
Strong Information Technology skills
Strong customer service skills
Ability to work collaboratively with colleagues and teams

For further information about the role, please see attached job description and person specification.

We strongly encourage you to review how you meet the criteria in the person specification and write about this point-by-point in your supporting statement for the best chance of being shortlisted.

We're committed to equal opportunities and welcome applications from all sections of the community. Our commitment to inclusion is reflected in our accreditations: Race Equality Matters Silver Trailblazer, Neurodiversity in Business Corporate Member, Disability Confident Leader, Carer Confident Level 2, and the Armed Forces Covenant Gold Award. Reasonable adjustments will be provided to candidates as needed.

We welcome a conversation about flexibility and any other questions you may have. Please do not hesitate to call: Indy Malhi on 07774 609441 or email: indy.malhi@berkshire.nhs.uk who will be delighted to help.

Please note, if we receive a high number of applications, we may close this role earlier than the advertised closing date, so please submit your application as soon as possible.

Job description

Job responsibilities

The must haves for this role:

Ability to lead/support administration team
Strong Information Technology skills
Strong customer service skills
Ability to work collaboratively with colleagues and teams

For further information about the role, please see attached job description and person specification.

We strongly encourage you to review how you meet the criteria in the person specification and write about this point-by-point in your supporting statement for the best chance of being shortlisted.

Please note, if we receive a high number of applications, we may close this role earlier than the advertised closing date, so please submit your application as soon as possible.

Person Specification

Education/Qualifications/Training

Essential

Level 4 Business or Administrative qualification e.g. NVQ or able to demonstrate an equivalent level of knowledge, skills and experience.

Continuous Professional Development

Essential

Evidence of ongoing personal Development.
Knowledge and experience of the NHS and local health and social service functions

Desirable

Experience of using RIO system, P2P, Medical Device Inventory, DAC, TPRO, Docman, and Envoy Post.

Previous Experience

Essential

Significant and demonstrable experience in either a PA or Senior Administrative role during which the post holder will have developed relevant knowledge and Skills
Experience of organising and managing meetings/events and multiple diaries
Experience in healthcare settings
Confidentiality and tact necessary for dealing with the complex and sensitive information
Experience of managing data for performance and reporting purposes
Understanding of personal accountability

Desirable

Experience of line management and supervision of staff including performance and absence management

Knowledge, Skills & Abilities

Essential

Intermediate to advanced keyboard skills ensuring a high level of concentration, accuracy and speed
Sound knowledge and proficiency in the use of Microsoft Office - Outlook, Word, Excel, PowerPoint
Ability to effectively prioritise and manage a varied and demanding workload to meet urgent deadlines
Ability to clearly present information both verbally and in writing
Able to use initiative and demonstrate ability to work without direct supervision
Proven ability to take and produce accurate minutes of meetings
Able to communicate with a wide range of stakeholders - patients, public, clinical and managerial
Ability to gather data, compile information and prepare reports
Ability to organise resources and establish priorities
Ability to develop, plan, and implement short and long range goals
Ability to develop and maintain record keeping systems and procedures

Additional Requirements

Essential

Strong Interpersonal skills.
Adaptability/ flexibility to work in a changing environment with high level of resilience.
Able to work with a high degree of autonomy to deliver service outcomes in a timely manner.
Effective communicator, with the ability to work using own initiative
Able to travel to sites across Berkshire
Occasional flexibility in hours worked

Person Specification

Education/Qualifications/Training

Essential

Level 4 Business or Administrative qualification e.g. NVQ or able to demonstrate an equivalent level of knowledge, skills and experience.

Continuous Professional Development

Essential

Evidence of ongoing personal Development.
Knowledge and experience of the NHS and local health and social service functions

Desirable

Experience of using RIO system, P2P, Medical Device Inventory, DAC, TPRO, Docman, and Envoy Post.

Previous Experience

Essential

Significant and demonstrable experience in either a PA or Senior Administrative role during which the post holder will have developed relevant knowledge and Skills
Experience of organising and managing meetings/events and multiple diaries
Experience in healthcare settings
Confidentiality and tact necessary for dealing with the complex and sensitive information
Experience of managing data for performance and reporting purposes
Understanding of personal accountability

Desirable

Experience of line management and supervision of staff including performance and absence management

Knowledge, Skills & Abilities

Essential

Intermediate to advanced keyboard skills ensuring a high level of concentration, accuracy and speed
Sound knowledge and proficiency in the use of Microsoft Office - Outlook, Word, Excel, PowerPoint
Ability to effectively prioritise and manage a varied and demanding workload to meet urgent deadlines
Ability to clearly present information both verbally and in writing
Able to use initiative and demonstrate ability to work without direct supervision
Proven ability to take and produce accurate minutes of meetings
Able to communicate with a wide range of stakeholders - patients, public, clinical and managerial
Ability to gather data, compile information and prepare reports
Ability to organise resources and establish priorities
Ability to develop, plan, and implement short and long range goals
Ability to develop and maintain record keeping systems and procedures

Additional Requirements

Essential

Strong Interpersonal skills.
Adaptability/ flexibility to work in a changing environment with high level of resilience.
Able to work with a high degree of autonomy to deliver service outcomes in a timely manner.
Effective communicator, with the ability to work using own initiative
Able to travel to sites across Berkshire
Occasional flexibility in hours worked

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.

Employer details

Employer name

Berkshire Healthcare Foundation Trust

Address

Childrens Community Nursing East

Upton Hospital

Slough

SL1 2BJ

Employer's website

https://www.berkshirehealthcare.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Berkshire Healthcare Foundation Trust

Address

Childrens Community Nursing East

Upton Hospital

Slough

SL1 2BJ

Employer's website

https://www.berkshirehealthcare.nhs.uk/ (Opens in a new tab)

For questions about the job, contact:

Business & Administration Manager

Indy Malhi

indy.malhi@berkshire.nhs.uk

07774609441

Date posted

16 January 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,857 to £30,570 a year per annum ( Incl of HCAS)

Contract

Permanent

Working pattern

Full-time

Reference number

371-CFS439

Job locations

Childrens Community Nursing East

Upton Hospital

Slough

SL1 2BJ

Supporting documents

Supporting links (all open in new tabs)

Belong at Berkshire Healthcare

Privacy notice

Berkshire Healthcare Foundation Trust's privacy notice (opens in a new tab)