Job summary
Welcome,
We are the admin supervisors
for childrens and adult community speech and language therapy. We are glad you
are reading our advert and would like to tell you more about this position.
As an admin and clerical
officer, you will work within a friendly, supportive admin team alongside our
speech and language therapists and assistants.
Day-to-day, our work is varied and you will have opportunities to be the
first point of contact for our service users.
You will be able to use your communication and information technology
skills. There are times when the service
is busy and prioritisation and organisation skills will come in handy. Your new
ideas will be welcomed as we meet regularly as a team; we are committed to
supporting the health and well-being of our staff. Subject to service need, there are some
opportunities for agile working.
Part-time hours will be
considered. Working days must include
Tuesday, Thursday and Friday. Although
they are on the job description, note- and minute-taking and audiotyping are
not essential to this job role.
We are well equipped and have
an award winning YouTube channel,Barnsley
speech and language therapy - YouTube and Tookit,www.barnsleyspeechtherapy.co.uk
.
Please contact carrieanne.reynolds@swyt.nhs.uk
or samantha.sinclair@swyt.nhs.uk for
further information
Our Trust is committed to
safeguarding children, young people and vulnerable adults, expecting all
colleagues to be the same.
Main duties of the job
In this role you will:
Work
collaboratively with your admin colleagues to plan and organise your workload in
order to meet the services expected timescales
Prioritise
urgent and important work such as processing eating and drinking referrals and education,
health and care plan notifications, booking appointments
Create
resources using digital technology
Answer
telephone calls and pass on accurate and detailed messages to clinicians
Pay
attention to detail in reports and format these accordingly
Accurately
distribute correspondence to clinicians, service users, schools and health
professionals
Register
patient referrals on patient system and record protected characteristics
Record
and respond to emails from schools and other health professionals
Contribute
to discussions in regular clerical meetings, one to one supervisions and
appraisals
Book
interpreters and request document translations with an external provider as
requested by therapists
Order
supplies for the team, respond to queries, check delivery of items and
communicate receipt to the team
Accurately
scan documents to patient records
Carry
out audit of documents added to the patient records as part of our paper light
process.
Photocopy
and/or print documents for promotional events as and when required
Communicate
any compliments, concerns or complaints to admin supervisors and/or service
managers
Assist
with the collection of feedback as part of quality assurance and improvement
About us
We
are a specialist NHS Foundation Trust that provides community, mental health
and learning disability services for the people of Barnsley, Calderdale,
Kirklees and Wakefield. We also provide low and medium secure services and are
the lead for the west Yorkshire secure provider collaborative.
Our mission is
to help people reach their potential and live well in their communities, we do this
by providing high-quality care in the right place at the right time. We employ
staff in both clinical and non-clinical services who work hard to make a
difference to the lives of service users, families and carers.
We encourage
and welcome applications from all protected characteristic groups, we value
diversity and want our workforce to be reflective of our communities.
Being
a foundation Trust means were accountable to our
members, who can have a say in how were run. Around 14,300 local people
(including staff) are members of our Trust.
Join
us and you will be one of over 4,500 staff committed to supporting and improving
the mental, physical and social needs of the thousands of people we meet and
help each year.
We
are committed
to safeguarding and promoting the welfare of children, young people and
vulnerable adults and expects all colleagues and volunteers to share this
commitment.
We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.
Job description
Job responsibilities
JOB SUMMARY
Service
user contact referred to in this Job description will only apply when working
within a clinical area.
The
post-holder will:
under the supervision/direction of the Line
Manager/ Administrative Supervisor, within a delegated framework for agreed
tasks and seeking support as and when necessary, provide a comprehensive,
confidential, Secretarial/administrative service to clinical/support services,
in an efficient and confidential manner.
provide services within well-established
policies, procedures, protocols, guidelines, whilst acting within the required
sphere of competences for the role at all times.
demonstrate sound knowledge of the
service to enable the post holder
to contribute and inform decision making within the service.
may work within clinical environments where
conflict resolution may be required.
act as principal point of contact
for users of the service eg, individuals from within/outside the Trust, service
users and members of the public etc.
work flexibly
to meet the needs of the service.
develop and maintain good working relationships
by being, flexible, adaptable, polite, positive and empathetic, communicating
effectively and informatively.
work with sensitivity and have a
good understanding of the service provision and issues experienced by its users.
prioritise own tasks, exercising a degree of independence,
initiative and judgement. Assess situations,
identify and resolve potential problems within own skill set. Refer and seek
guidance on issues outside of postholders level of competency or authority
to the Line Manager.
work within
well-established departmental/Trust policies, procedures, protocols, guidelines
and established service delivery plans at all times.
use effective verbal/written communication
at
all times,
incorporating tact, empathy, consideration, courtesy and confidentiality.
Adapt style of communication to respond to others user communication difficulties.
ensure the service experienced
is positive
and service user confidentiality is maintained
at all times. Treat users
of the service, colleagues etc, with respect, dignity, courtesy
and in accordance with the Trusts Values.
For full details of the role please see the supporting documents attached.
At
the time of advertising, this role does not meet the minimum requirements set
by UK Visas and Immigration to sponsor candidates to work in the UK. For this
reason, we are unable to sponsor anyone for a skilled worker visa for this role.
We
are happy to accept applications from candidates who can prove their right to
work in the UK or via alternative visa routes. Such applications will be
considered alongside all other applications.
All employees of the Trust are strongly encouraged to be
fully vaccinated against COVID-19 to protect patients.
We are aware that an increasing number of applicants are
using AI technology to generate responses on NHS Job application forms. We
strongly discourage this and will conduct a thorough screening process before
selecting candidates to progress to the next stage. If you are using AI to
enhance your application, please disclose this in your NHS Jobs application
form.
Job description
Job responsibilities
JOB SUMMARY
Service
user contact referred to in this Job description will only apply when working
within a clinical area.
The
post-holder will:
under the supervision/direction of the Line
Manager/ Administrative Supervisor, within a delegated framework for agreed
tasks and seeking support as and when necessary, provide a comprehensive,
confidential, Secretarial/administrative service to clinical/support services,
in an efficient and confidential manner.
provide services within well-established
policies, procedures, protocols, guidelines, whilst acting within the required
sphere of competences for the role at all times.
demonstrate sound knowledge of the
service to enable the post holder
to contribute and inform decision making within the service.
may work within clinical environments where
conflict resolution may be required.
act as principal point of contact
for users of the service eg, individuals from within/outside the Trust, service
users and members of the public etc.
work flexibly
to meet the needs of the service.
develop and maintain good working relationships
by being, flexible, adaptable, polite, positive and empathetic, communicating
effectively and informatively.
work with sensitivity and have a
good understanding of the service provision and issues experienced by its users.
prioritise own tasks, exercising a degree of independence,
initiative and judgement. Assess situations,
identify and resolve potential problems within own skill set. Refer and seek
guidance on issues outside of postholders level of competency or authority
to the Line Manager.
work within
well-established departmental/Trust policies, procedures, protocols, guidelines
and established service delivery plans at all times.
use effective verbal/written communication
at
all times,
incorporating tact, empathy, consideration, courtesy and confidentiality.
Adapt style of communication to respond to others user communication difficulties.
ensure the service experienced
is positive
and service user confidentiality is maintained
at all times. Treat users
of the service, colleagues etc, with respect, dignity, courtesy
and in accordance with the Trusts Values.
For full details of the role please see the supporting documents attached.
At
the time of advertising, this role does not meet the minimum requirements set
by UK Visas and Immigration to sponsor candidates to work in the UK. For this
reason, we are unable to sponsor anyone for a skilled worker visa for this role.
We
are happy to accept applications from candidates who can prove their right to
work in the UK or via alternative visa routes. Such applications will be
considered alongside all other applications.
All employees of the Trust are strongly encouraged to be
fully vaccinated against COVID-19 to protect patients.
We are aware that an increasing number of applicants are
using AI technology to generate responses on NHS Job application forms. We
strongly discourage this and will conduct a thorough screening process before
selecting candidates to progress to the next stage. If you are using AI to
enhance your application, please disclose this in your NHS Jobs application
form.
Person Specification
Experience
Essential
- Recent Secretarial/administrative experience.
- Copy /audio typing if applicable to role.
- Note/minute taking.
- In using email, maintaining and updating paper and electronic diaries, arranging meetings.
- In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc.
- In working as an effective team member with minimum supervision.
- In working in a busy environment with competing demands.
- Understanding of the need to maintain strict confidentiality.
- In using a degree of initiative.
- in organising and prioritising own tasks in order to meet deadlines.
Desirable
- In working in a caring environment.
- In dealing with the public.
- Of NHS software programme.
- Leadership skills.
- Customer Care skills.
- Excellent IT skills.
Personal Attributes
Essential
- Ability to be flexible to meet the demands of the post.
- Responsive attitude and approach.
- Dress appropriately for the environment.
- Ability to travel around the Trust as appropriate to role.
Special Knowledge/Skills
Essential
- Good written communication skills, with the ability to deal with and prepare routine written correspondence.
- Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
- In, decision-making and prioritisation.
- Knowledge of Data Protection Act.
- Customer care skills.
- Good interpersonal skills.
- Diversity/Cultural understanding.
- Resilience to pressure and exposure to emotional, distressing situations.
- Non-judgemental, empathetic manner.
- Able to use observation skills to identify potential risks and act appropriately.
- Demonstrates Trust Values.
- Able to fulfil the requirements of the Trusts value based induction.
Desirable
- Knowledge of information governance.
- Problem solving skills.
Training
Essential
- Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
- Must be willing/able to undergo job development and training and maintain skills.
Qualifications
Essential
- Must be appropriate to the role:
- NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).
- Or, be able to demonstrate competency at level 3.
Desirable
- Willingness to undertake further study/development.
Physical Attributes
Essential
- A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
- Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).
Person Specification
Experience
Essential
- Recent Secretarial/administrative experience.
- Copy /audio typing if applicable to role.
- Note/minute taking.
- In using email, maintaining and updating paper and electronic diaries, arranging meetings.
- In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc.
- In working as an effective team member with minimum supervision.
- In working in a busy environment with competing demands.
- Understanding of the need to maintain strict confidentiality.
- In using a degree of initiative.
- in organising and prioritising own tasks in order to meet deadlines.
Desirable
- In working in a caring environment.
- In dealing with the public.
- Of NHS software programme.
- Leadership skills.
- Customer Care skills.
- Excellent IT skills.
Personal Attributes
Essential
- Ability to be flexible to meet the demands of the post.
- Responsive attitude and approach.
- Dress appropriately for the environment.
- Ability to travel around the Trust as appropriate to role.
Special Knowledge/Skills
Essential
- Good written communication skills, with the ability to deal with and prepare routine written correspondence.
- Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
- In, decision-making and prioritisation.
- Knowledge of Data Protection Act.
- Customer care skills.
- Good interpersonal skills.
- Diversity/Cultural understanding.
- Resilience to pressure and exposure to emotional, distressing situations.
- Non-judgemental, empathetic manner.
- Able to use observation skills to identify potential risks and act appropriately.
- Demonstrates Trust Values.
- Able to fulfil the requirements of the Trusts value based induction.
Desirable
- Knowledge of information governance.
- Problem solving skills.
Training
Essential
- Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
- Must be willing/able to undergo job development and training and maintain skills.
Qualifications
Essential
- Must be appropriate to the role:
- NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).
- Or, be able to demonstrate competency at level 3.
Desirable
- Willingness to undertake further study/development.
Physical Attributes
Essential
- A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
- Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).
