Job summary
Open
to LD Replacement Care Staff, Administration Staff who are at risk and
Administration Staff within CAMHS, Learning Disabilities, Mental Health,
Community Hospitals
We are
looking for a motivated and professional Administrator (Band 3) to join
our team at Children's Short Breaks team working 22.5 hours per week. This is
an excellent opportunity for someone with strong organisational skills and a
passion for delivering highquality administrative support within a busy and
rewarding healthcare environment.
As a key
member of the team, you will provide comprehensive administrative and
secretarial support, helping to ensure the smooth running of the service and
contributing to excellent patient care. You will work in line with our Trust
values Courageous, Ambitious, Responsive, Empowering, Supportive and
act as a positive role model in your daytoday work.
Please note the Trust is unable to provide sponsorship to work for this
role, to apply you must have current right to work in the UK status. Employment on a time limited visa doesnt
guarantee sponsorship at point of expiry.
Main duties of the job
- Providing a full range of administrative and
secretarial duties.
- Managing diaries, arranging meetings, booking
venues and preparing agendas and papers.
- Handling telephone and facetoface enquiries
in a professional and supportive manner.
- Maintaining accurate records and inputting
data into Trust systems.
- Supporting departmental processes such as
appraisals, recruitment and general office coordination.
- Assisting with audits, surveys and service
improvement activities.
- Offering flexible support to the wider admin
team during periods of absence or increased demand.
- Supporting the team with Ofsted and CQC
regulations
About us
At Herefordshire and Worcestershire Health and Care NHS Trust,
we are working together to deliver outstanding care. We run community hospitals
and community health services across Worcestershire and provide mental health
and learning disability services across both Herefordshire and Worcestershire.
Our people (all 4500+ of them) provide services for people of
all ages, experiencing both physical and/or mental health conditions from over
100 sites.
We will support you to thrive; offer flexible
working options for a great work-life balance, help you fulfil your ambitions,
and empower you to make positive changes within your team or service. We value
diversity and encourage applications from people of all backgrounds, cultures,
and ethnicities.
What we offer;
-
27 days leave plus bank holidays, increasing up to
33 days with long service
-
Generous NHS pension and enhanced pay when you work
unsocial hours
-
Flexible and agile working opportunities
-
Great maternity, paternity, and adoption support
-
Wide range of supportive staff networks
-
Health and wellbeing opportunities
If you would like to know more, please visit our
website.
We encourage you to read the attached applicant guidance notes.
Sharing
your data - As a data controller we may sometimes need to process your data to
pursue our legitimate business interests, for example to request a survey from
you (optional), to support the Trusts understanding of where you gained
interest in working for the Trust.
Job description
Job responsibilities
The post
holder will:
Undertake
administration/secretarial duties that are specific to the role.
Undertake
general office duties, as required, e.g. typing, data inputting, filing,
scanning/copying and telefaxing, in line with Trust Policies and Procedures.
Arrange, confirm
appointments and meetings, as required, making appropriate arrangements e.g.
hospitality, booking venues, equipment, etc.
Provide a
secretarial service to team/department meetings, including the preparation and
distribution of agendas and papers.
Answer/deal with
both face-to-face and telephone enquiries.
Deal with
incoming and outgoing mail.
Liaise and
interact with service users, as and when required.
Communicate
information, some of which may be complicated, to colleagues/staff from other
departments/external contacts.
Answer/deal with
both face-to-face and telephone enquiries in a tactful and professional manner,
recording any messages efficiently and passing them to the relevant individual
in an appropriate and timely manner.
For full details of the duties and criteria
for the role please refer to the job description and person specification
attached.
Job description
Job responsibilities
The post
holder will:
Undertake
administration/secretarial duties that are specific to the role.
Undertake
general office duties, as required, e.g. typing, data inputting, filing,
scanning/copying and telefaxing, in line with Trust Policies and Procedures.
Arrange, confirm
appointments and meetings, as required, making appropriate arrangements e.g.
hospitality, booking venues, equipment, etc.
Provide a
secretarial service to team/department meetings, including the preparation and
distribution of agendas and papers.
Answer/deal with
both face-to-face and telephone enquiries.
Deal with
incoming and outgoing mail.
Liaise and
interact with service users, as and when required.
Communicate
information, some of which may be complicated, to colleagues/staff from other
departments/external contacts.
Answer/deal with
both face-to-face and telephone enquiries in a tactful and professional manner,
recording any messages efficiently and passing them to the relevant individual
in an appropriate and timely manner.
For full details of the duties and criteria
for the role please refer to the job description and person specification
attached.
Person Specification
Experience
Essential
- Recent, relevant Administrative/Secretarial experience.
Desirable
- Previous relevant NHS experience
- Minute taking experience
Qualifications
Essential
- Educated to vocational level 3 in Business Administration or equivalent qualification or experience or Educated to vocational level 2 or equivalent qualification, or equivalent NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post.
- I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.
Desirable
Additional Criteria
Essential
- Willingness to commit to continuing professional development
- Professional manner as a representative of the Trust
- Tact and discretion for dealing with confidential information
- Ability to meet the travel requirements of this role
- I understand the Trust is unable to provide sponsorship to work for this role, and employment on a time limited visa doesnt guarantee sponsorship at point of expiry.
Knowledge
Essential
- Knowledge of a range of administrative/secretarial procedures
- Detailed knowledge of Microsoft Office: Word / Excel / Outlook
- Understanding of the Data Protection Act and NHS Code of Confidentiality
Desirable
Skills & Abilities
Essential
- Ability to challenge poor behaviour
- Role modelling good behaviour.
- A positive attitude and able to act on feedback
- Ability to praise and be supportive to others
- Ability to communicate clearly and effectively in English in both verbal and written formats
- Intermediate IT skills. These will be tested at interview
- Numerate
- Accuracy and attention to detail
- Good organisational skills
- Able to demonstrate the ability to use initiative effectively
Desirable
- Audio typing skills
- Minute taking skills
Person Specification
Experience
Essential
- Recent, relevant Administrative/Secretarial experience.
Desirable
- Previous relevant NHS experience
- Minute taking experience
Qualifications
Essential
- Educated to vocational level 3 in Business Administration or equivalent qualification or experience or Educated to vocational level 2 or equivalent qualification, or equivalent NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post.
- I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.
Desirable
Additional Criteria
Essential
- Willingness to commit to continuing professional development
- Professional manner as a representative of the Trust
- Tact and discretion for dealing with confidential information
- Ability to meet the travel requirements of this role
- I understand the Trust is unable to provide sponsorship to work for this role, and employment on a time limited visa doesnt guarantee sponsorship at point of expiry.
Knowledge
Essential
- Knowledge of a range of administrative/secretarial procedures
- Detailed knowledge of Microsoft Office: Word / Excel / Outlook
- Understanding of the Data Protection Act and NHS Code of Confidentiality
Desirable
Skills & Abilities
Essential
- Ability to challenge poor behaviour
- Role modelling good behaviour.
- A positive attitude and able to act on feedback
- Ability to praise and be supportive to others
- Ability to communicate clearly and effectively in English in both verbal and written formats
- Intermediate IT skills. These will be tested at interview
- Numerate
- Accuracy and attention to detail
- Good organisational skills
- Able to demonstrate the ability to use initiative effectively
Desirable
- Audio typing skills
- Minute taking 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.
