Job summary
We have an exciting opportunity for an administrative officer to join our team of NHS and University employed tutors and administrators in delivering a doctoral clinical psychology training programme within South Yorkshire. The programme is hosted by the University of Sheffield in partnership with SHSC and delivered from a University site within the School of Psychology. Trainee clinical psychologists are both SHSC employees and full time students at the University of Sheffield; undertaking classroom based learning alongside working in local clinical services. The administrative officer role provides support for both the employment related and academic related aspects of training.
Main duties of the job
The post-holder will be required to be flexible and accommodating to a range of administrative activities, but the main duties are:
- Assisting with e-rostering (SHSC IT account needed)
- Assisting with the University/learning platform (PebblePad)
- Assisting with attendance monitoring of trainees
- Communication with programme staff and trainees and NHS staff inlocal services
- Acting as first point of contact for enquires by email, phone and inperson
- Other general admin duties as required
Successful candidates will be confident IT users, including proficiency in the use of MS Office applications (Outlook, Word, PowerPoint and Excel). Familiarity and competence with Google Office applications is an advantage.
You will have strong organisation and communication skills which will help you provide the best support possible to the team.
We welcome applications from a variety of backgrounds and sectors where you have gained transferable skills that will allow you to excel with us.
About us
We are passionate about providing the very best care to the people we support, and we're looking for amazing people who share this passion to join us.
What is it that makes our Trust such a special place to work? Well, it's all about the people. Our staff, service users, carers and families all come from such diverse backgrounds and all have expertise and stories to share.
It's important that you feel supported in your role, that the people who you work with are as passionate as you are and that your health and wellbeing is taken care of
If you're interested in developing your career, you'll have access to a range of training and education opportunities, including apprenticeships, work experience and placements, as well as the chance to get involved in research.
We are all very proud of the difference we make to people's lives each and every day and if that's something that you'd like to be part of we'd love to have you with us.
Job description
Job responsibilities
Communication
-
A point of contact within the programme team: dealing with enquiries and liaising with service users, carers and health care professionals from external agencies and the Trust.
-
Maintaining confidential and accurate messaging systems.
-
Dealing with incoming paper, electronic and telephone correspondence, checking information received and responding in an appropriate manner and documenting actions taken as appropriate.
-
Directing/re-directing outgoing paperwork and electronic correspondence from team e-mail account.
-
Dealing with highly confidential, potentially sensitive information.
-
Liaising with programme staff and other colleagues within the service.
Admin Support
-
Provision of an effective admin service to the programme team. This will include use of the best practice and techniques in IT to ensure high quality information and administrative systems are in place.
-
Accurate data input in various forms, formats, and systems, including Google and Microsoft Office suite systems.
-
Operation of internal information systems ensuring accurate and up to data information is processed and maintained.
-
Supporting team meetings, production of minutes when requested.
-
Responding to requests from the programme team in a timely manner.
-
Effectively cover admin requirements of the team when colleagues are on leave.
-
Support and adhere to general protocols in relation to health, safety and security and Information Governance.
-
Dealing with incoming and outgoing post, including photocopying.
Information Management
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Recording and processing communications and requests from trainees, programme staff and other stakeholders, including completion of all tasks associated with the activity.
-
Alongside the wider admin team ensure that information relating to various parts of the training pathway are monitored and managed effectively so that work is delivered in a timely fashion.
-
Monitor and manage various methods of receiving information and signpost enquiries when required.
-
Maintain records of protected characteristics and communication preferences for trainees and other stakeholders, ensuring that these are communicated with programme staff and recorded appropriately.
Training Administration
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To manage appointments including, booking and rescheduling appointments when required.
-
Reception duties, welcoming visitors to the department and ensuring relevant staff are informed of their arrival.
-
To ensure that all communications and relevant data is forwarded to the relevant team members in a timely fashion.
Finance, Resources & Estates
-
Monitor and order routine supplies and complete and monitor requisitions, liaise with the procurement team, when indicated.
-
Inform senior administrator and/or director of clinical practice when invoices are received and require authorisation.
-
Support the admin team to develop ways of optimising use of resources and reducing waste. Work towards optimising electronic correspondence.
Service Development
-
Ensure that Trust policies are followed within the service and propose improvements to administrative policies and processes to ensure smooth running of administrative function.
-
Engage with and contribute to development and implementation and support of Team objectives.
Job description
Job responsibilities
Communication
-
A point of contact within the programme team: dealing with enquiries and liaising with service users, carers and health care professionals from external agencies and the Trust.
-
Maintaining confidential and accurate messaging systems.
-
Dealing with incoming paper, electronic and telephone correspondence, checking information received and responding in an appropriate manner and documenting actions taken as appropriate.
-
Directing/re-directing outgoing paperwork and electronic correspondence from team e-mail account.
-
Dealing with highly confidential, potentially sensitive information.
-
Liaising with programme staff and other colleagues within the service.
Admin Support
-
Provision of an effective admin service to the programme team. This will include use of the best practice and techniques in IT to ensure high quality information and administrative systems are in place.
-
Accurate data input in various forms, formats, and systems, including Google and Microsoft Office suite systems.
-
Operation of internal information systems ensuring accurate and up to data information is processed and maintained.
-
Supporting team meetings, production of minutes when requested.
-
Responding to requests from the programme team in a timely manner.
-
Effectively cover admin requirements of the team when colleagues are on leave.
-
Support and adhere to general protocols in relation to health, safety and security and Information Governance.
-
Dealing with incoming and outgoing post, including photocopying.
Information Management
-
Recording and processing communications and requests from trainees, programme staff and other stakeholders, including completion of all tasks associated with the activity.
-
Alongside the wider admin team ensure that information relating to various parts of the training pathway are monitored and managed effectively so that work is delivered in a timely fashion.
-
Monitor and manage various methods of receiving information and signpost enquiries when required.
-
Maintain records of protected characteristics and communication preferences for trainees and other stakeholders, ensuring that these are communicated with programme staff and recorded appropriately.
Training Administration
-
To manage appointments including, booking and rescheduling appointments when required.
-
Reception duties, welcoming visitors to the department and ensuring relevant staff are informed of their arrival.
-
To ensure that all communications and relevant data is forwarded to the relevant team members in a timely fashion.
Finance, Resources & Estates
-
Monitor and order routine supplies and complete and monitor requisitions, liaise with the procurement team, when indicated.
-
Inform senior administrator and/or director of clinical practice when invoices are received and require authorisation.
-
Support the admin team to develop ways of optimising use of resources and reducing waste. Work towards optimising electronic correspondence.
Service Development
-
Ensure that Trust policies are followed within the service and propose improvements to administrative policies and processes to ensure smooth running of administrative function.
-
Engage with and contribute to development and implementation and support of Team objectives.
Person Specification
Knowledge & Skills
Essential
- High standard of data input/word-processing skills
- Knowledge and experience of office systems
- Excellent organisational skills, works efficiently and uses initiative
- Ability to develop and maintain networking associations with a broad range of people
Training & Qualifications
Essential
- High level typing accuracy skills i.e. RSA/OCR II Typing/Text Processing or equivalent
- Good level of general education including GCSE maths and English or equivalent
Experience
Essential
- Relevant experience within an administrative service/dept
- Experience of managing diary/appointment systems
- Experience of dealing with complex enquiries
- Experience of dealing with sensitive information
Person Specification
Knowledge & Skills
Essential
- High standard of data input/word-processing skills
- Knowledge and experience of office systems
- Excellent organisational skills, works efficiently and uses initiative
- Ability to develop and maintain networking associations with a broad range of people
Training & Qualifications
Essential
- High level typing accuracy skills i.e. RSA/OCR II Typing/Text Processing or equivalent
- Good level of general education including GCSE maths and English or equivalent
Experience
Essential
- Relevant experience within an administrative service/dept
- Experience of managing diary/appointment systems
- Experience of dealing with complex enquiries
- Experience of dealing with sensitive information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
