Job summary
We are looking for a dynamic and flexible Senior Service Administrator to provide comprehensive administrative support to the Community Neuro, Adults SALT service leads and clinical psychology lead. This post involves overseeing and coordinating the daily running of the Services in liaison with the team leads across these services.
The post holder will work unsupervised and independently using his/her initiative within procedural guidelines and will act as an integral part of the service, communicating with service users and colleagues at all levels.
Main duties of the job
MAIN DUTIES and RESPONSIBILITIES:
- To liaise closely with the team leads and take appropriate action in their absence for example, giving procedural and non-clinical information to members of the public and referring matters on.
- To provide effective communication when dealing with the team and outside agencies.
- To participate and contribute to the maintenance, evaluation and continuing development of the Service.
- To support with overseeing the equipment ordering processes, and delivery to appropriate clinician.
About us
A big thank you for considering joining us at Hertfordshire Community NHS Trust You'll find it a great place to work with many benefits offered to you as a member of our staff We put our patients, their families and carers at the centre of our vision - Outstanding Services and Healthier Communities Our staff are proud to be Innovative, Caring and Agile in their work to help achieve the Trust vision We welcome diversity in our workforce and are interested in applicants from all backgrounds We don't want you to miss out so we'd like you to know that if we have a high level of interest in this role, the vacancy may close prior to the advertised closing date, so please make your application as soon as possible -Apply now You've made a great decision to apply to join to HCT - we're looking forward to taking the next steps of the journey with you.
You can apply to Access to Work to get money for communication support at a job interview - please use this link for more information: https://www.gov.uk/guidance/apply-for-communication-support-at-a-job-interview-if-you-have-a-disability-or-health-condition-access-to-workYou need to apply before the interview takes place.
Job description
Job responsibilities
MAIN DUTIES and RESPONSIBILITIES:
- To provide a comprehensive, professional and confidential administrative and secretarial service using organisational ability in terms of administrative systems and demonstrating a high level of initiative and motivation.
- To work in a managed rather than supervised environment, responsible for managing and prioritising own workload.
- To organise and coordinate meetings for members of the team including liaison with other departments alongside other members of the Administration team.
- To liaise closely with the team leads and take appropriate action in their absence for example, giving procedural and non-clinical information to members of the public and referring matters on.
- To provide effective communication when dealing with the team and outside agencies.
- To participate and contribute to the maintenance, evaluation and continuing development of the Service.
- To support with overseeing the equipment ordering processes, and delivery to appropriate clinician.
Operational
- To assist the service leads and team leads in the effective organisation and maintenance of established office systems.
- To undertake aspects of review and set up new office procedures when required by the service leads.
- Ensure that legal requirements are followed regarding the handling of medical records.
- To discuss administrative and planning issues at the service team meetings.
- To take high quality minutes at meetings as required.
Patient / Customer Care
Providing non clinical advice and information to staff and service users and outside agencies as required.
Service Development and Improvement
- To participate in implementing new processes in own area alongside the team leads and service leads and clinicians as appropriate.
- To comply with organisational and departmental policies and to be involved in reviewing and updating as appropriate.
Management and Leadership
- Ability to maintain judgement under pressure and work within agreed deadlines.
- To make appropriate decisions on matters arising and refer relevant matters on to the most suitable person.
- To be able to manage constant changes to plans and work without direct supervision and use independent judgement.
- Generating and updating statistical and management information reports, activity data and caseload management as required.
- To use own initiative in designing and completing forms for collection of data and the use by the professional staff
Communication and Relationship Building
- Provide a comprehensive and high standard secretarial service assisting service leads with report writing and preparation of presentations, including PowerPoint.
- To plan and organise meetings as delegated for the teams.
- To be the a point of contact when dealing with all enquiries. To respond in a courteous, diplomatic and discreet manner, liaising with the service users, other departments, hospitals, GPs and outside agencies as necessary.
- Communicating with other professional members of staff within the Trust and external agencies on behalf of the team leads and department using verbal and written communication skills.
- Taking accurate messages for individual staff members ensuring any requests or queries are passed on appropriately and in a timely fashion particularly given the virtual team.
- To support with confidential correspondence including complaints and reports. These may relate to both clients and staff.
Information Management
- Record information considered necessary on SystmOne and provide statistical details as and when required.
- Creating and running reports from established IT systems for the use of service leads.
- Keep up to date with training and support new staff in their training.
- Assist staff with problems or difficulties in the use of relevant IT systems.
- To be efficient and skilled in the use of spreadsheets, databases tables etc.
- To collate statistical information on spreadsheets.
Finance and Resource Management
- Responsible to service leads and therapy leads for effective and efficient use of available resources.
- Responsible to team leads for identification of resource issues affecting service delivery
Job description
Job responsibilities
MAIN DUTIES and RESPONSIBILITIES:
- To provide a comprehensive, professional and confidential administrative and secretarial service using organisational ability in terms of administrative systems and demonstrating a high level of initiative and motivation.
- To work in a managed rather than supervised environment, responsible for managing and prioritising own workload.
- To organise and coordinate meetings for members of the team including liaison with other departments alongside other members of the Administration team.
- To liaise closely with the team leads and take appropriate action in their absence for example, giving procedural and non-clinical information to members of the public and referring matters on.
- To provide effective communication when dealing with the team and outside agencies.
- To participate and contribute to the maintenance, evaluation and continuing development of the Service.
- To support with overseeing the equipment ordering processes, and delivery to appropriate clinician.
Operational
- To assist the service leads and team leads in the effective organisation and maintenance of established office systems.
- To undertake aspects of review and set up new office procedures when required by the service leads.
- Ensure that legal requirements are followed regarding the handling of medical records.
- To discuss administrative and planning issues at the service team meetings.
- To take high quality minutes at meetings as required.
Patient / Customer Care
Providing non clinical advice and information to staff and service users and outside agencies as required.
Service Development and Improvement
- To participate in implementing new processes in own area alongside the team leads and service leads and clinicians as appropriate.
- To comply with organisational and departmental policies and to be involved in reviewing and updating as appropriate.
Management and Leadership
- Ability to maintain judgement under pressure and work within agreed deadlines.
- To make appropriate decisions on matters arising and refer relevant matters on to the most suitable person.
- To be able to manage constant changes to plans and work without direct supervision and use independent judgement.
- Generating and updating statistical and management information reports, activity data and caseload management as required.
- To use own initiative in designing and completing forms for collection of data and the use by the professional staff
Communication and Relationship Building
- Provide a comprehensive and high standard secretarial service assisting service leads with report writing and preparation of presentations, including PowerPoint.
- To plan and organise meetings as delegated for the teams.
- To be the a point of contact when dealing with all enquiries. To respond in a courteous, diplomatic and discreet manner, liaising with the service users, other departments, hospitals, GPs and outside agencies as necessary.
- Communicating with other professional members of staff within the Trust and external agencies on behalf of the team leads and department using verbal and written communication skills.
- Taking accurate messages for individual staff members ensuring any requests or queries are passed on appropriately and in a timely fashion particularly given the virtual team.
- To support with confidential correspondence including complaints and reports. These may relate to both clients and staff.
Information Management
- Record information considered necessary on SystmOne and provide statistical details as and when required.
- Creating and running reports from established IT systems for the use of service leads.
- Keep up to date with training and support new staff in their training.
- Assist staff with problems or difficulties in the use of relevant IT systems.
- To be efficient and skilled in the use of spreadsheets, databases tables etc.
- To collate statistical information on spreadsheets.
Finance and Resource Management
- Responsible to service leads and therapy leads for effective and efficient use of available resources.
- Responsible to team leads for identification of resource issues affecting service delivery
Person Specification
Essential and desirable
Essential
- Educated to GCSE or equivalent in English and Mathematics NVQ3 / RSA 3 Typewriting
- Previous Secretarial / Administrative Experience
- Able to prioritise workload
- Advanced knowledge of Microsoft Office Applications, including Outlook, Word, Excel and Powerpoint
- Excellent written and verbal communication skills
- Ability to train and support members of staff with Microsoft Office applications
- Ability to maintain concentration in a distractive environment.
- Eligible to live and work in the UK
- Hold a full, valid, UK driving licence and have access to a car to use for business purposes (unless you have a disability as defined by the Equality Act 2010)
- Excellent inter-personal skills
- Flexible and adaptable approach to work
- Able to travel throughout the county
Desirable
Person Specification
Essential and desirable
Essential
- Educated to GCSE or equivalent in English and Mathematics NVQ3 / RSA 3 Typewriting
- Previous Secretarial / Administrative Experience
- Able to prioritise workload
- Advanced knowledge of Microsoft Office Applications, including Outlook, Word, Excel and Powerpoint
- Excellent written and verbal communication skills
- Ability to train and support members of staff with Microsoft Office applications
- Ability to maintain concentration in a distractive environment.
- Eligible to live and work in the UK
- Hold a full, valid, UK driving licence and have access to a car to use for business purposes (unless you have a disability as defined by the Equality Act 2010)
- Excellent inter-personal skills
- Flexible and adaptable approach to work
- Able to travel throughout the county
Desirable
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).
