Job summary
Full Time - 37.5 Hours Per Week
Job Opportunity:
Administrative assistants/Secretaries, 1 WTE Substantive and 2 WTE 1 Year Fixed
Term. Bands 2 and 3.
The Adult ADHD & Autism
Service is expanding due to high demand, and we are looking to recruit three
additional administrators for our friendly and experienced team.
These posts can be a
development opportunity for those with administrative experience meeting Band 2
criteria, who wish to acquire secretarial skills, such as audio typing and
minute taking. The Service can provide on-the-job training leading to promotion
to Band 3 upon completion of a competency development plan. If you already
possess these secretarial skills, you can apply directly for a Band 3 position,
provided you meet the criteria.
Our administrative team is
based in Wakefield, but the Service operates across Wakefield, Bradford,
Kirklees, Barnsley, and Calderdale. You will work alongside experienced
colleagues, and a flexible, team-oriented attitude is essential.
We
prioritise staff wellbeing and work-life quality, as reflected in our recent
Wellbeing Survey, where we exceeded Trust benchmarks in resources and
communication, workload balance, job security, work relationships, and job
conditions.
Main duties of the job
The postholders will provide full
administrative support to clinicians from multi-disciplinary professions. You
will also have an essential role in being the first point of contact for
service users and others who telephone and attend appointments with our
Service. A positive and friendly approach to dealing with members of the public
and colleagues is essential.
The positions are full time, 37.5
hours per week Monday to Friday.
Please
note this post is not eligible for Visa Sponsorship.
For further information/informal
queries, please contact:
Rebecca
Crisp, Operations Manager or Lynn Loring, Administrative supervisor on 01924
316492
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. 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.
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 supervison/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.
KEY RESULT AREAS:
1.1 Service provision:
To assist the department with routine office duties, appropriate to the role, for example:
- Word processing of correspondence /reports/ other documents accurately
- To take and transcribe notes
- Dealing with telephone calls/ take accurate messages
- Photocopying/ Scanning/ Filing
- Receiving visitors/Reception
- Reporting faults
- Mail handling
- Request, cancel and re-arrange appointments
- Systems maintained and updated
- Demonstrate duties to new starters
- Provide cover for other members of the team.
Deliver excellent levels of service and address or report to the Line Manager, in a timely manner, when these standards have not been met.
Support the Line Manager 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.
Work within defined parameters, prioritise own tasks and respond to peoples needs.Refer and seek guidance/supervision on issues outside of post holders level of competence or authority.
Help to promote an open, welcoming, person-centred culture seeking feedback from users of the service to aid service improvement .
Produce clear and accurate written correspondence as appropriate to the role, using competent 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.
For full Band 2 and Band 6 job descriptions, please see supporting documents.
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 supervison/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.
KEY RESULT AREAS:
1.1 Service provision:
To assist the department with routine office duties, appropriate to the role, for example:
- Word processing of correspondence /reports/ other documents accurately
- To take and transcribe notes
- Dealing with telephone calls/ take accurate messages
- Photocopying/ Scanning/ Filing
- Receiving visitors/Reception
- Reporting faults
- Mail handling
- Request, cancel and re-arrange appointments
- Systems maintained and updated
- Demonstrate duties to new starters
- Provide cover for other members of the team.
Deliver excellent levels of service and address or report to the Line Manager, in a timely manner, when these standards have not been met.
Support the Line Manager 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.
Work within defined parameters, prioritise own tasks and respond to peoples needs.Refer and seek guidance/supervision on issues outside of post holders level of competence or authority.
Help to promote an open, welcoming, person-centred culture seeking feedback from users of the service to aid service improvement .
Produce clear and accurate written correspondence as appropriate to the role, using competent 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.
For full Band 2 and Band 6 job descriptions, please see supporting documents.
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
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
- BAND 2: 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
- BAND 3: Knowledge of information governance
Qualifications
Essential
- BAND 2: 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
- BAND 3: 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.
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
- BAND 2: 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.
- BAND 3:
- 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
- BAND 2: 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.
- BAND 3:
- In working in a caring environment
- In dealing with the public
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
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
- BAND 2: 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
- BAND 3: Knowledge of information governance
Qualifications
Essential
- BAND 2: 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
- BAND 3: 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.
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
- BAND 2: 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.
- BAND 3:
- 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
- BAND 2: 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.
- BAND 3:
- In working in a caring environment
- In dealing with the public
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.
