Job summary
Single Point of Access (SPA)
administrative team, is a diverse, supportive team of band 3s and a band 4
team administrators. No two days are the same. Every call/conversation is
different. Referrals are accepted from age 18 years upwards. SPA is a highly
motivated experienced group of administrators.
SPA administration team
receives referrals for triage and assessment for secondary mental health
services. Referrals are from professionals and self-referrals and are received
via telephone and email. The administrative team works closely with the SPA clinical
team and all trust teams across Calderdale, North, and South Kirklees. The
administrative team is integral to the SPA clinical team and support the
clinical team to carry out their role of triage and assessment. The
administrative team is based at Beckside Court, Batley along with the clinical
team.
If you are highly motivated,
flexible and enjoy new challenges, then this is the team for you.
At the time of advertising, this role does not meet the minimum requirements (salary threshold or occupational requirements)set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, unfortunately we are unable to sponsor anyone on a visa for this role at this moment in time.
All employees of the Trust are strongly encouraged to be
fully vaccinated against COVID-19 to protect patients.
Main duties of the job
SPA administrators work Monday to Friday and have varying start and
finish times to provide support for the clinical teams working hours. SPA clinicians
work 12hour shift patterns over 3 days working Monday Friday 07:45 20:15.
You will be answering the telephone taking urgent referrals from
professionals and telephone referrals from service users.
You will be actioning emailed referrals from professionals.
You will be processing these referrals through the SPA process and using
SystmOne to do this. Actions within this process include booking assessments
for service users with SPA practitioners, referring triaged/assessed referrals
to other teams within the trust and other agencies, completing discharge
letters with outcomes from triages, assessments and multidisciplinary meetings.
You will be carrying other administrative duties, for instance
photocopying, scanning etc.
You are an integral part of the SPA process and work closely with the
SPA clinical team.
You will need to be flexible as situations change on a day-to-day basis.
You will need excellent communication skills both verbal and written as we take
referrals from anyone aged 18 years and over and also with professionals making
referrals.
For full job description, please see attached supporting
documents.
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
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 e.g. 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.
We are aware that an increasing number of applicants
are using AI technology to generate responses on NHS Job application
forms.Over reliance on AI-generated content in application forms is
strongly discouraged and we 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
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 e.g. 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.
We are aware that an increasing number of applicants
are using AI technology to generate responses on NHS Job application
forms.Over reliance on AI-generated content in application forms is
strongly discouraged and we 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.
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.
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.
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).
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.
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.
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.
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.
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).
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.
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.
