Job summary
36 hours per week
South West Yorkshire Partnership NHS Foundation Trust is
currently recruiting for a Team Administrator/Secretary to support the Mental
Health Liaison Team, The Dales, Calderdale Royal Hospital, Halifax
The applicant will be required to work as part of a very
busy admin team providing administrative and secretarial support to the
clinical team.
We are looking for an experienced Administrator with an
NVQ or RSA Level III qualification or be able to demonstrate competency at
Level III.
The applicant must have administrative skills and be able
to organise and prioritise their own workload in order to meet deadlines, with
a good attention to detail in an environment of competing demands.
Diary Management, prioritization of workload and teamwork
are essential in this role. A good knowledge of Microsoft Office is also
required.
The applicant must be able to work as part of a team and
have good written and verbal communication skills.
Duties will be varied and will include using email, note
taking, booking appointments, typing clinical reports from dictation, diary
management, using clinical systems and dealing with high volumes of telephone
calls. Good customer service skills are essential. Some reception cover may
also be required at a busy community hub.
For
any further information please contact Donna Silver, Locality Resource Manager
07342 077365
Main duties of the job
The
post holder will be based at The Dales, Calderdale Royal Hospital. They will
work primarily within Mental Health Liaison Team to ensure the all admin and
secretarial duties are fulfilled and will provide an essential part of the
service.
The
postholder will be required to undertake any other administrative tasks as required
including the use of system 1 and attending meetings to take minutes. Excellent
knowledge of Microsoft packages is essential.
There
may be a requirement at times to cover the reception service to provide cover
for sickness or holidays if required
All employees of
the Trust are strongly encouraged to be fully vaccinated against COVID-19 to
protect patients
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
KEY RESULT
AREAS:
1.1 Service provision:To
assist the department with office duties, for example:Word processing of correspondence /reports/ other
documents accurately via copy or audioTo take and transcribe minutesDealing with telephone calls/ messagesPhotocopying/ Filing/ ScanningReceiving visitors/ReceptionMonitor and maintain department stationery suppliesReporting faultsMail handlingArranging meetings, hospitality, venues, distributing
agenda/notesManaging diariesCreate and Maintain Databases/SpreadsheetsMaintain databasesDemonstrate duties to new starterssProvide cover for other members of the team. Deliver
excellent levels of service by regularly assessing, problem solving, evaluating
and reporting to the Administrative Supervisor, in a timely and proactive
manner when these standards have not been met, enabling appropriate
action to be taken. Implement planned
actions in response, communicating changes as
appropriate. Assist the Administrative
Supervisor as required. Proactively and positively contribute to the achievement of business
outcomes through individual and team effort, with the focus being on
delivering excellent
customer services. Assist in the
promotion of an open, welcoming, person-centred culture for service users. Seek
and support feedback from service users to
aid service improvement as required. Produce clear
and accurate written correspondence (including the composition of ad-hoc
routine letters) eg, letters, memos, reports, presentations etc, using
competent copy, audio tapes, IT skills,
accurate data inputting and use of Trust Intranet and Internet as required. Maintain accurate documentation. Use appropriate documentation/systems in accordance with local and Trust standards. Use effective
verbal/written communication at all times, incorporating tact, empathy,
consideration, courtesy and confidentiality. Adapt style of communication to
respond to service user communication difficulties and psychological, social,
physical and spiritual needs. Build and sustain effective
communications to
ensure
good team working
and collaborative working
practices. Disseminate knowledge,
and information to those who need to know. Contribute to
the smooth running of administrative systems and meeting of all relevant
deadlines. Recognise and
respond appropriately to any emergency situation. Contribute to the reduction
of hazards in the environment, considering safety, security, theft or damage. Undertake safe
infection prevention and control by using protective equipment, safe disposal
of waste, performing hand hygiene, cleaning, disinfecting etc. Proactively identify
additional activities in accordance with the role, which would increase postholder efficiency and the efficiency of
the team; offer suggestions for improvement and implement agreed activities. Support the Trusts
culture
of
collaborative,
flexible cross-team working
and commitment to delivering quality services and outcomes. Make use of
opportunities for sharing good practice and learning.
For full Job Description please see attached in Supporting Documents
Job description
Job responsibilities
KEY RESULT
AREAS:
1.1 Service provision:To
assist the department with office duties, for example:Word processing of correspondence /reports/ other
documents accurately via copy or audioTo take and transcribe minutesDealing with telephone calls/ messagesPhotocopying/ Filing/ ScanningReceiving visitors/ReceptionMonitor and maintain department stationery suppliesReporting faultsMail handlingArranging meetings, hospitality, venues, distributing
agenda/notesManaging diariesCreate and Maintain Databases/SpreadsheetsMaintain databasesDemonstrate duties to new starterssProvide cover for other members of the team. Deliver
excellent levels of service by regularly assessing, problem solving, evaluating
and reporting to the Administrative Supervisor, in a timely and proactive
manner when these standards have not been met, enabling appropriate
action to be taken. Implement planned
actions in response, communicating changes as
appropriate. Assist the Administrative
Supervisor as required. Proactively and positively contribute to the achievement of business
outcomes through individual and team effort, with the focus being on
delivering excellent
customer services. Assist in the
promotion of an open, welcoming, person-centred culture for service users. Seek
and support feedback from service users to
aid service improvement as required. Produce clear
and accurate written correspondence (including the composition of ad-hoc
routine letters) eg, letters, memos, reports, presentations etc, using
competent copy, audio tapes, IT skills,
accurate data inputting and use of Trust Intranet and Internet as required. Maintain accurate documentation. Use appropriate documentation/systems in accordance with local and Trust standards. Use effective
verbal/written communication at all times, incorporating tact, empathy,
consideration, courtesy and confidentiality. Adapt style of communication to
respond to service user communication difficulties and psychological, social,
physical and spiritual needs. Build and sustain effective
communications to
ensure
good team working
and collaborative working
practices. Disseminate knowledge,
and information to those who need to know. Contribute to
the smooth running of administrative systems and meeting of all relevant
deadlines. Recognise and
respond appropriately to any emergency situation. Contribute to the reduction
of hazards in the environment, considering safety, security, theft or damage. Undertake safe
infection prevention and control by using protective equipment, safe disposal
of waste, performing hand hygiene, cleaning, disinfecting etc. Proactively identify
additional activities in accordance with the role, which would increase postholder efficiency and the efficiency of
the team; offer suggestions for improvement and implement agreed activities. Support the Trusts
culture
of
collaborative,
flexible cross-team working
and commitment to delivering quality services and outcomes. Make use of
opportunities for sharing good practice and learning.
For full Job Description please see attached in Supporting Documents
Person Specification
Qualifications
Essential
- As appropriate to the role::
- NVQ level 3 (or equivalent qualification) or, RSA lll
- Or, be able to demonstrate competency at level 3.
Desirable
- Willingness to undertake further study/development.
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
Experience
Essential
- Recent Secretarial/administrative experience and copy /audio typing
- 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
Special Knowledge and 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
- 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
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
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
Qualifications
Essential
- As appropriate to the role::
- NVQ level 3 (or equivalent qualification) or, RSA lll
- Or, be able to demonstrate competency at level 3.
Desirable
- Willingness to undertake further study/development.
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
Experience
Essential
- Recent Secretarial/administrative experience and copy /audio typing
- 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
Special Knowledge and 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
- 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
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
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)
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.
