Job summary
18.75 Hours Per Week
We are offering
an exciting opportunity for an experienced and enthusiastic person to provide
an efficient reception service to the friendly Calderdale Community Learning
Disability Health Team. This post is based in the lovely town of Hebden Bridge
and there is free parking behind the health centre which would also operate as
your base.
The post is
18.75 hours per week. There can be some flexibility and the probable with
regular working pattern is Wednesday afternoons and all day on Thursdays and
Fridays.
The post holder
must have excellent communication skills as will have direct interface with
patients, carers, families and professionals. The post holder will provide
efficient administrative support and have excellent IT and data inputting
skills. You will also require strong customer service skills, be able to
demonstrate initiative and the ability to organise your workload effectively.
The work is
varied, interesting and demanding and candidates need to be organised, flexible
and reliable. We are looking for someone who is confident communicating with a
wide range of people, including patients and healthcare professionals.
For furtherinformation or to arrange an informal visit please contact Sarah
Allard, Calderdale Team Manager on 07717 157957, or Sally Moodie,
Administrative Supervisor, 01422 393841.
For full job description, please see attached
supporting documents.
Main duties of the job
You will be part of an established admin team and will be required to
assist the multidisciplinary clinical teams with day-to-day administrative
functions.
You will have excellent communication skills as you will be the first point
of contact for enquiries either in person, online or over the telephone.
The role requires a confident approach as you
will
meet and greet service users, carers and all visitors to the building with a
calm, polite and friendly manner in accordance
with the Trusts Values.
You
will utilise Microsoft applications such as Word, Excel and Outlook and support
the teams in maintaining electronic diaries, scanning, and carrying out other
general office tasks. Experience of System One would be advantageous but not
essential.
You will be able to work
accurately to deadlines, use your own initiative, prioritize workloads and
always maintain confidentiality.
You will be expected to
complete mandatory training and participate in the Appraisal process to support
your development needs.
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
The
post-holder will:
Under the supervision / direction of the Line
Manager, be aware of and able to undertake the routine admin/communication
requirements of the service. Provide a confidential service to clinical/support
services, in an efficient manner.
Follow and ensure the service is provided in
accordance with well-established policies, procedures, protocols and guidelines
and service delivery plans.
Demonstrate knowledge of the service to enable the post holder to contribute and inform
decision making within the service.
May work within clinical environments where basic
conflict resolution may be required.
Work flexibly
to meet the needs of the service.
Develop and maintain good working relationships
by being flexible, adaptable, polite, positive and empathetic providing and
receiving routine information.
Work with sensitivity and have an understanding of the service and
issues experienced by users.
Use effective verbal/written communication
at
all times,
incorporating tact, empathy, consideration, courtesy and confidentiality. Respond
to others communication difficulties.
Assist in ensuring the
service experienced
is positive,
and service user confidentiality is maintained
at all times. Treat everyone
eg, service users, their relatives,
visitors, colleagues etc, with respect, dignity,
courtesy and in accordance with the Trusts Values.
Be encouraged to contribute ideas and
suggestions within the team, and supported to progress as appropriate.
Job description
Job responsibilities
The
post-holder will:
Under the supervision / direction of the Line
Manager, be aware of and able to undertake the routine admin/communication
requirements of the service. Provide a confidential service to clinical/support
services, in an efficient manner.
Follow and ensure the service is provided in
accordance with well-established policies, procedures, protocols and guidelines
and service delivery plans.
Demonstrate knowledge of the service to enable the post holder to contribute and inform
decision making within the service.
May work within clinical environments where basic
conflict resolution may be required.
Work flexibly
to meet the needs of the service.
Develop and maintain good working relationships
by being flexible, adaptable, polite, positive and empathetic providing and
receiving routine information.
Work with sensitivity and have an understanding of the service and
issues experienced by users.
Use effective verbal/written communication
at
all times,
incorporating tact, empathy, consideration, courtesy and confidentiality. Respond
to others communication difficulties.
Assist in ensuring the
service experienced
is positive,
and service user confidentiality is maintained
at all times. Treat everyone
eg, service users, their relatives,
visitors, colleagues etc, with respect, dignity,
courtesy and in accordance with the Trusts Values.
Be encouraged to contribute ideas and
suggestions within the team, and supported to progress as appropriate.
Person Specification
Qualifications
Essential
- Must be appropriate to the role:
- NVQ level 2 or RSA II or OCR II (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).
- Or, be able to demonstrate competency at level 2.
Desirable
- Willingness to undertake further study/development.
Experience
Essential
- In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc.
- In using email, maintaining and updating paper and electronic diaries, arranging meetings.
- In working as an effective team member.
- 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
- Secretarial/administrative/customer service experience.
- In copy typing /audio typing.
- In working in a caring environment at a band 2 or equivalent level of competence of NHS software programmes.
- In working in a busy environment with competing demands.
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.
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 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.
- Good Customer care skills.
- Good interpersonal skills.
- Diversity/Cultural awareness.
- 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
- Some Knowledge of GDPR requirements.
- Some knowledge of diversity/cultural requirements.
- Some knowledge of Health & Safety issues and risk identification.
- Some knowledge of moving & handling issues.
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
- Must be appropriate to the role:
- NVQ level 2 or RSA II or OCR II (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).
- Or, be able to demonstrate competency at level 2.
Desirable
- Willingness to undertake further study/development.
Experience
Essential
- In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc.
- In using email, maintaining and updating paper and electronic diaries, arranging meetings.
- In working as an effective team member.
- 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
- Secretarial/administrative/customer service experience.
- In copy typing /audio typing.
- In working in a caring environment at a band 2 or equivalent level of competence of NHS software programmes.
- In working in a busy environment with competing demands.
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.
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 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.
- Good Customer care skills.
- Good interpersonal skills.
- Diversity/Cultural awareness.
- 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
- Some Knowledge of GDPR requirements.
- Some knowledge of diversity/cultural requirements.
- Some knowledge of Health & Safety issues and risk identification.
- Some knowledge of moving & handling issues.
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.
