Job summary
Are you a compassionate team player with a passion for supporting clinical teams and delivering exceptional service?
We are looking for a highly organised Admin Support/Team Secretary to join our Children & Young Peoples Mental Health Team (previously known as CAMHS) to provide vital administrative support to our clinical teams.
The role is based at Hunter House, part of The Railings in Rugby with occasional cross cover to support staff in other locations (inc Stratford, Rugby and Coventry). The ability to travel independently between the sites is a requirement of the role & travel between sites during the working day will be reimbursed via e-expenses.
We are a team committed to excellence, respect, and integrity. As a key member of a wider administrative team working collaboratively you will help ensure smooth day-to-day working, offering support to both clinical and administrative colleagues, upholding confidentiality in the consistent delivery of high-quality patient care.
Main duties of the job
Work effectively as a team member
Supervise the day to day workload of the Band 2 Admin Support/Reception Staff
Provide an administrative service across all services in the building including: word-processing, drafting and producing for example meeting notes, reports, letters and business documents from either audio or copy sources
Undertake general office duties as required including filing, photocopying, collating and distributing information, receipt and distribution of incoming and outgoing mail
Operate and maintain a robust, accurate and secure filing system that is easily accessible by all staff
Maintain spread sheets and databases including the production of regular information reports
Be responsible for organising team meetings/events as required, including room bookings, taking accurate notes, transcription and circulation as appropriate.
Procurement - order stationery, clinical supplies and equipment stock
Use own initiative to meet tight deadlines
Provide flexible administrative and clerical cover as required inc reception. This might also occasionally involve working at another base during cross cover arrangements.
About us
At Coventry and Warwickshire Partnership NHS Trust (CWPT), we deliver a wide range of physical, mental health, learning disability and autism services, and are proud to serve communities across Coventry, Warwickshire and beyond.
We put 'people at our heart'; this ethos is at the centre of everything we do and how we do it. We care for our staff and colleagues as much as they care for others and offer a wide range of benefits and development opportunities.
Generous annual leave entitlement which increases during your time with us
Excellent learning and development opportunities, including apprenticeship frameworks, distance learning, internal training, coaching and mentoring, and much more
Salary sacrifice schemes for lease car/ vehicle, Cycle to Work, home and electronics, gym membership and more
Discounts with a range of retailers, restaurants and entertainment venues through our Employee Assistance Programme and NHS discount schemes
Wellbeing support, including an in-house counselling service, external helpline and more
Staff networks and support group
We're always on the lookout for people who share our passion for improving the lives and wellbeing of people in our community, as well as our values of compassion, collaboration, excellence, integrity and respect.
Job description
Job responsibilities
The successful candidate must be able to build effective working relationships, with a professional, confident and mature attitude. We are seeking a team player, who is resilient, approachable and accessible, with a 'can do' flexible approach to work and positive approach to change to support service developments.
The successful candidate will be required to have good standard of English in order to format letters/documents, be experienced in minute/note taking with accurate data inputting skills. You will be expected to manage and prioritise your own workload.
Applicants will need to be computer literate with an excellent working knowledge of Microsoft packages.
This is an excellent career development opportunity for a self-motivated and enthusiastic individual who wishes to pursue an administrative career in the NHS.
Work effectively as a team member Supervise the day to day workload of the Band 2 Admin Support/Reception staff Provide an administrative service across all services in the building including: word-processing, drafting and producing for example meeting notes, reports, letters and business documents from either audio or copy sources Undertake general office duties as required including filing, photocopying, collating and distributing information, receipt and distribution of incoming and outgoing mail Operate and maintain a robust, accurate and secure filing system that is easily accessible by all staff Maintain spread sheets and databases including the production of regular information reports Be responsible for organising team meetings/events as required, including room bookings, taking accurate notes, transcription and circulation as appropriate. Procurement - order stationery, clinical supplies and equipment stock Use own initiative to meet tight deadlines Provide flexible administrative and clerical cover as required inc reception. This might also occasionally involve working at another base during cross cover arrangements.
Job description
Job responsibilities
The successful candidate must be able to build effective working relationships, with a professional, confident and mature attitude. We are seeking a team player, who is resilient, approachable and accessible, with a 'can do' flexible approach to work and positive approach to change to support service developments.
The successful candidate will be required to have good standard of English in order to format letters/documents, be experienced in minute/note taking with accurate data inputting skills. You will be expected to manage and prioritise your own workload.
Applicants will need to be computer literate with an excellent working knowledge of Microsoft packages.
This is an excellent career development opportunity for a self-motivated and enthusiastic individual who wishes to pursue an administrative career in the NHS.
Work effectively as a team member Supervise the day to day workload of the Band 2 Admin Support/Reception staff Provide an administrative service across all services in the building including: word-processing, drafting and producing for example meeting notes, reports, letters and business documents from either audio or copy sources Undertake general office duties as required including filing, photocopying, collating and distributing information, receipt and distribution of incoming and outgoing mail Operate and maintain a robust, accurate and secure filing system that is easily accessible by all staff Maintain spread sheets and databases including the production of regular information reports Be responsible for organising team meetings/events as required, including room bookings, taking accurate notes, transcription and circulation as appropriate. Procurement - order stationery, clinical supplies and equipment stock Use own initiative to meet tight deadlines Provide flexible administrative and clerical cover as required inc reception. This might also occasionally involve working at another base during cross cover arrangements.
Person Specification
Qualifications
Essential
- Good General Education (eg. GCSE English and Maths A-C)
- QCF Business Administration Level 2 (or equivolent)
- QCF Customer Service Level 2 (or equivolent)
Knowledge & Skills
Essential
- Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
- Advanced keyboard / IT skills Including audio typing
- Ability to manage and prioritise own and other's workload and use own initiative
- Ability to audio-type
- Understanding of working in a supervisory role
- Good organisation skills and ability to multitask
- Good time management skills
- Good knowledge and understanding of reception / office procedures
- Ability to take and transcribe notes of meetings in a timely manner
- Ability to maintain relevant recording and information systems
- Ability to problem solve
- Understand confidentiality and apply the principles in every day working practice
Experience
Essential
- Experience of working with a range of Microsoft Office packages (eg. Word, Excel, Outlook, PowerPoint and Access)
- Experience of using Trust IT systems
- Experience of working in a busy office / customer care environment
- Experience of working in Healthcare
Personal Attributes
Essential
- Work effectively and flexibly as part of a team to meet the needs of the services
- Leadership qualities
- Confident in dealing with people at all levels
Other
Essential
- Experience of cash handling
- Ability to travel to multiple sites
- Ability to work from home where applicable
Person Specification
Qualifications
Essential
- Good General Education (eg. GCSE English and Maths A-C)
- QCF Business Administration Level 2 (or equivolent)
- QCF Customer Service Level 2 (or equivolent)
Knowledge & Skills
Essential
- Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
- Advanced keyboard / IT skills Including audio typing
- Ability to manage and prioritise own and other's workload and use own initiative
- Ability to audio-type
- Understanding of working in a supervisory role
- Good organisation skills and ability to multitask
- Good time management skills
- Good knowledge and understanding of reception / office procedures
- Ability to take and transcribe notes of meetings in a timely manner
- Ability to maintain relevant recording and information systems
- Ability to problem solve
- Understand confidentiality and apply the principles in every day working practice
Experience
Essential
- Experience of working with a range of Microsoft Office packages (eg. Word, Excel, Outlook, PowerPoint and Access)
- Experience of using Trust IT systems
- Experience of working in a busy office / customer care environment
- Experience of working in Healthcare
Personal Attributes
Essential
- Work effectively and flexibly as part of a team to meet the needs of the services
- Leadership qualities
- Confident in dealing with people at all levels
Other
Essential
- Experience of cash handling
- Ability to travel to multiple sites
- Ability to work from home where applicable
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.
