Job summary
South West Yorkshire Partnership NHS Foundation Trust has an
exciting Receptionist / Administration vacancy for an enthusiastic person to
join the Learning, Development & Wellbeing Centre. This post is based at
Fieldhead Hospital, Wakefield.
The successful applicant will provide efficient administrative
support and have excellent IT, keyboard and data inputting skills with a keen
eye for attention to detail.
They will require strong interpersonal and customer service
skills, be able to demonstrate initiative and the ability to organise your
workload effectively.
The role will mean that they will be the first point of contact
for the Trusts employees either on the phone or in our reception area. Our
successful applicant will be able to demonstrate an effective level of
communication skills and strong administration skills including being able to
evidence the ability of using Microsoft packages and being responsible for
department outlook inboxes.
You will need to be self motivated and a good team player.
The post is full time of 37.5 hours per week and we would
consider job share to the right applicants.
All employees of the Trust are strongly encouraged to be
fully vaccinated against COVID-19 to protect patients.
For full job description, please see attached supporting
documents.
Main duties of the job
To be the face of our Learning,
Development & Wellbeing Centre
Welcoming and directing internal and
external customers to the Centre.
Taking calls & queries via
telephone and departmental inboxes and directing them appropriately.
Be responsible for the administration
of the Room Booking System
Inputting employees attendance onto
individuals employee training records prior to reporting deadlines.
Maintaining a clean and tidy
reception area ensuring communication and display boards are updated timely.
Word processing and copy typing of
correspondence /reports/ other documents accurately.
Support departmental / team meetings
taking and transcribing of notes, action trackers and disseminating
accordingly.
Photocopying/ Scanning/ Filing
Monitor and maintain department
stationery supplies and support with the ordering of training materials.
Reporting faults via Trust
maintenance teams.
Dealing with the department and
centre mail.
Managing diaries and inboxes.
Supporting the Learning &
Development Coordination Team and any other ad hoc duties.
Using initiative and problem solving are integral
requirement's of this post.
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.
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
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 post holders 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 please see attached information.
Job description
Job responsibilities
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 post holders 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 please see attached information.
Person Specification
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
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 with minimum supervision
- 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 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
Qualifications
Essential
- As appropriate to the role:
- NVQ level 2 ( or equivalent level qualification), or, RSA ll
- Or, be able to demonstrate competency at level 2
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
- 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 Data Protection requirements
- Some knowledge of diversity/cultural requirements
- Some knowledge of Health & Safety issues and risk identification
- Some knowledge of moving & handling issues
Person Specification
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
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 with minimum supervision
- 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 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
Qualifications
Essential
- As appropriate to the role:
- NVQ level 2 ( or equivalent level qualification), or, RSA ll
- Or, be able to demonstrate competency at level 2
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
- 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 Data Protection requirements
- Some knowledge of diversity/cultural requirements
- Some knowledge of Health & Safety issues and risk identification
- Some knowledge of moving & handling issues