Job summary
I have a rare opportunity for
a Band 3 team secretary to join my service. The post will be full time.
I am looking for an
enthusiastic, motivated, and friendly individual who enjoys working in a busy
team environment. I need someone who will feel confident in undertaking a range
of tasks. If this sounds like something youd like to do or have experience in
administration work, then youre the person for me!
The team base is a community
team hub, where we work alongside other community services which helps to
provide flexibility, openness and ease for support and advice. The base is
within a central location with amenities, transport links and parking easily
accessible.
All employees of the Trust are strongly encouraged to
have their up-to-date flu vaccination to protect staff and patients.
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.
We are happy to accept applications from candidates who can prove their right to work in the UK or via alternative visa routes. Such applications will be considered alongside all other applications.
Main duties of the job
The successful candidate will
support the team in the day to day running of the service. This will include
answering telephone calls, which can involve speaking to and liaising with
other professionals and service users which requires professionalism and
upkeeping service user confidentiality. They will also be able to alert wider
team members to any concerns relating to service users contacting the service.
They will be confident in
using IT systems and be able to input and amend information as required into
the system used within the team. They will also be confident in typing letters
for other members of the team and sending out appointment letters to service
users in a timely manner.
The successful candidate will
be confident in the management of the teams petty cash and be able to keep
appropriate records relating to this task.
The successful candidate will
be an efficient organiser, managing their workload and be flexible to meet the
needs of the service. They must have good time keeping and record keeping
skills.
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 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 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.
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.
For full job description please see attached document.
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 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 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.
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.
For full job description please see attached document.
Person Specification
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.
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/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
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)
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
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
Person Specification
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.
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/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
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)
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
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
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.
