Job summary
Looking For a New Opportunity?
Come And Join Us!
This is a fantastic opportunity
to join the admin and clerical team in the Adult Community Services division.
We are looking for an individual who is enthusiastic and motivated and who
wants to work as part of a supportive team. You will need to be
flexible, able to work on your own initiative and within a team. You
will need to have a vehicle for work as you may be required to travel between
the community bases.
You would need to demonstrate
communication and teamwork skills, plus confidence and professionalism, have
good IT skills and be familiar with the use of Microsoft Office programmes,
particularly Microsoft Word and Excel.
We pride ourselves on being a
truly flexible employer, whether you require a position to work closer to home
or require flexible working patterns due to childcare or carer
responsibilities. We treat our staff as individuals and work with them to
ensure a harmonious work life balance.
If you share our vision and
values and want to be part of our team, we would love to hear from you.
To register your interest and
tell us more about yourself and your career ambitions, please submit an
application. You are very welcome to contact us with any questions you may
have, or to arrange an informal visit, by contacting Kelly Haigh Business Support
Manager via 07541 582931.
Main duties of the job
For more information on this role please see the attached supporting information. This will give you an overview of the job role and requirements.
We require a friendly and well organised individual who is able to work well in a team, and on their own. Applicants will need to be computer literate in Word, Excel and electronic mail and ideally have experience using in house systems.
This is an excellent opportunity for a self-motivated and enthusiastic individual who wishes to pursue an administrative career in the NHS.
About us
We provide care and support to over a million people in
Wakefield and Kirklees in their homes, community settings and across our
three hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).
Always striving for excellence, we are at the forefront of
innovation and research, and we invest in teaching and the development of our
workforce.
We live by our values of caring, improving, being respectful
and maintaining high standards. We listen and learn because we aim to make Mid
Yorkshire the best place to work and receive care.
We value diversity and welcome talent and enthusiasm
irrespective of age, disability, neurodivergence, sex, gender identity and
gender expression, race or ethnicity, religion or belief, sexual orientation,
or other personal circumstances including providing unpaid carers support to
someone with a health and care need. As ethnic minority groups, members of the
LGBTQ+ community, and people with a disability/neurodivergence are currently
under-represented across the organisation, we encourage applications from
members of these groups. We have policies and procedures to ensure all
applicants are treated fairly and consistently.
We are proud of our staff networks - who offer valuable
guidance and feedback from those with lived experience.
We have a clear vision and you could be part of this! If
you share our values and you want to make a difference to the lives of our
patients and their families and carers, we would love to hear from you.
Job description
Job responsibilities
Key Responsibilities
- To ensure post addressed to the clinical/management team is promptly collected, sorted, recorded and actioned as appropriate. To act on own initiative where appropriate in responding to incoming mail.
- Act as a focal point for the clinical/management team. Provide a friendly and professional service; deal with enquiries from a multitude of sources following Trust policies and standard operating procedures. Liaise with members of the public, external bodies/agencies and internal staff of all levels by a variety of means i.e., face to face/phone/e-mail/letter/faxes on a daily basis. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate. This may require the use of tact/ empathic or reassurance skills. In addition, persuasive skills are often required where agreement or co-operation is required in trying to avoid Trust complaints.
- Assist clinical/management teams with administrative tasks, e.g. utilising IT systems or ensuring paper forms are completed and sent to relevant departments in a timely manner in line with service specific standard operating procedures.
- To ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and Service specific Key Performance Indicators.
- Prioritise and ensure requests are acted upon in an appropriate and timely manner, within standard operating procedures and meeting KPIs.
- Accurate recording of all paper/computerised records, updating and amending information timely and within standard operating procedures.
- Undertake routine or ad hoc data validation as directed with the ability to produce and anaylise graphs and reports.
- Preparation/circulation of documentation for meetings/within prescribed timescales.
- Preparation of other documents, e.g. policies, procedures, presentations.
- Preparation of orders and receiving of goods/services in order to maintain efficient running of the service.
- Undertake typing of correspondence using copy, audio tapes and relevant IT systems to a high and accurate standard. This may include letters, reports, minutes of meetings and other administrative work.
- Keep appropriate statistical records/information as and when required for the clinical/management team. Provision of statistical returns required at regular intervals. This may involve entering statistical data onto databases.
- To assist with the administration and maintenance of SystmOne.
- To contribute to service audits through the compilation of data collection in order to comply with audit requirements.
- To be responsible for ensuring copies of correspondence are stored in accordance with standard operating procedures.
- To attend meetings and appropriate Committees to provide secretarial support by taking minutes and arranging meetings, as and when required.
- To be responsible for the confidential management of records and ensure that all documentation is returned to the appropriate department in a timely manner and within standard operating procedures.
- The post holder will give relevant assistance and training as and when required to support all colleagues.
- To carry out general administration duties and provide clerical assistance, as required.
- To send and receive correspondence in a safe haven environment as per Trust policy.
- To provide cover/ assistance to colleagues within the division at times of absence.
Job description
Job responsibilities
Key Responsibilities
- To ensure post addressed to the clinical/management team is promptly collected, sorted, recorded and actioned as appropriate. To act on own initiative where appropriate in responding to incoming mail.
- Act as a focal point for the clinical/management team. Provide a friendly and professional service; deal with enquiries from a multitude of sources following Trust policies and standard operating procedures. Liaise with members of the public, external bodies/agencies and internal staff of all levels by a variety of means i.e., face to face/phone/e-mail/letter/faxes on a daily basis. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate. This may require the use of tact/ empathic or reassurance skills. In addition, persuasive skills are often required where agreement or co-operation is required in trying to avoid Trust complaints.
- Assist clinical/management teams with administrative tasks, e.g. utilising IT systems or ensuring paper forms are completed and sent to relevant departments in a timely manner in line with service specific standard operating procedures.
- To ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and Service specific Key Performance Indicators.
- Prioritise and ensure requests are acted upon in an appropriate and timely manner, within standard operating procedures and meeting KPIs.
- Accurate recording of all paper/computerised records, updating and amending information timely and within standard operating procedures.
- Undertake routine or ad hoc data validation as directed with the ability to produce and anaylise graphs and reports.
- Preparation/circulation of documentation for meetings/within prescribed timescales.
- Preparation of other documents, e.g. policies, procedures, presentations.
- Preparation of orders and receiving of goods/services in order to maintain efficient running of the service.
- Undertake typing of correspondence using copy, audio tapes and relevant IT systems to a high and accurate standard. This may include letters, reports, minutes of meetings and other administrative work.
- Keep appropriate statistical records/information as and when required for the clinical/management team. Provision of statistical returns required at regular intervals. This may involve entering statistical data onto databases.
- To assist with the administration and maintenance of SystmOne.
- To contribute to service audits through the compilation of data collection in order to comply with audit requirements.
- To be responsible for ensuring copies of correspondence are stored in accordance with standard operating procedures.
- To attend meetings and appropriate Committees to provide secretarial support by taking minutes and arranging meetings, as and when required.
- To be responsible for the confidential management of records and ensure that all documentation is returned to the appropriate department in a timely manner and within standard operating procedures.
- The post holder will give relevant assistance and training as and when required to support all colleagues.
- To carry out general administration duties and provide clerical assistance, as required.
- To send and receive correspondence in a safe haven environment as per Trust policy.
- To provide cover/ assistance to colleagues within the division at times of absence.
Person Specification
Personal Attributes
Essential
- Confident
- Calm under pressure
- Flexible approach to working arrangements
- Strong attention to detail and accuracy
- Self-motivated
- Professional appearance
Desirable
- Evidence of ongoing personal development and willingness to further progress (knowledge and skills framework and continuing personal development.
Qualifications
Essential
- RSA Level 3 typing/word processing or equivalent qualification or experience
- Sound educational background (4 GCSEs, grade C or above)
Desirable
- IT qualifications e.g. ECDL PA/Secretarial Diploma
- Shorthand Qualification
- RSA Level 3 typing/word processing
Experience
Essential
- Experience and knowledge of multi-disciplinary team working
- Secretarial experience
- Experience of working with systems
- Experience of good customer or patient care
- Working with computer software programmes such as Microsoft Office, e-mail and internet
- Experience of scheduling/co-ordination activities and/or resources
Desirable
- Previous NHS administrative role
- Experience of working with patients requiring health care
- Experience with NHS/healthcare software systems
- Experience of working with confidential material
Knowledge and Awareness
Essential
- Understanding and knowledge Caldicott/Data Protection Act.
- Knowledge of SystmOne.
- Awareness of own limitations.
Desirable
- Knowledge of Trust Policies.
Skills and Abilities
Essential
- Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required
- Ability to deal with conflict
- Good time management skills
- Ability to engage and motivate others
- High standard of accuracy
- High level of initiative
- Flexibility and able to adapt to change
- Able to work as part of a team
- Strong analytical skills
- Ability to establish and maintain effective working relationships
Other
Essential
- Adaptable and flexible according to the demands of the service.
- Understanding of need to maintain confidentiality.
Person Specification
Personal Attributes
Essential
- Confident
- Calm under pressure
- Flexible approach to working arrangements
- Strong attention to detail and accuracy
- Self-motivated
- Professional appearance
Desirable
- Evidence of ongoing personal development and willingness to further progress (knowledge and skills framework and continuing personal development.
Qualifications
Essential
- RSA Level 3 typing/word processing or equivalent qualification or experience
- Sound educational background (4 GCSEs, grade C or above)
Desirable
- IT qualifications e.g. ECDL PA/Secretarial Diploma
- Shorthand Qualification
- RSA Level 3 typing/word processing
Experience
Essential
- Experience and knowledge of multi-disciplinary team working
- Secretarial experience
- Experience of working with systems
- Experience of good customer or patient care
- Working with computer software programmes such as Microsoft Office, e-mail and internet
- Experience of scheduling/co-ordination activities and/or resources
Desirable
- Previous NHS administrative role
- Experience of working with patients requiring health care
- Experience with NHS/healthcare software systems
- Experience of working with confidential material
Knowledge and Awareness
Essential
- Understanding and knowledge Caldicott/Data Protection Act.
- Knowledge of SystmOne.
- Awareness of own limitations.
Desirable
- Knowledge of Trust Policies.
Skills and Abilities
Essential
- Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required
- Ability to deal with conflict
- Good time management skills
- Ability to engage and motivate others
- High standard of accuracy
- High level of initiative
- Flexibility and able to adapt to change
- Able to work as part of a team
- Strong analytical skills
- Ability to establish and maintain effective working relationships
Other
Essential
- Adaptable and flexible according to the demands of the service.
- Understanding of need to maintain confidentiality.
Additional information
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).
