Job summary
An exciting opportunity has arisen for an administrator to be part of the Learning Disability Intensive Support Service. The advertised location of the post is Park View Resource Centre in King's Lynn, but this can be flexible and the successful applicant could be based with one of the Community Learning Disability Teams in Norfolk.
The Intensive Support Team works with individuals who have a learning disability, with additional and complex needs who may require a crisis intervention and intensive support to prevent placement breakdown, an admission to hospital or to support discharge following a hospital stay.
The successful applicant will support the delivery of the Service across Norfolk Community Health and Care NHS Trust and Hertfordshire Partnership NHS Foundation Trust.
Main duties of the job
To provide comprehensive and pro-active secretarial and administrative support ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard. Contributing to the smooth running of the Intensive Support Service.
About us
You will be based within a passionate, friendly and supportive multi-disciplinary team .
We are looking for an enthusiastic, hard working person with experience in administrative processes, to contribute to the smooth running of the Service across two organisations.
You will have excellent communication skills, positive attitude, flexibility to meet the needs of the role, time management, demonstrate excellent keyboard skills using a range of software programmes and experience receiving telephone calls.
You will demonstrate an aptitude for professional development, commitment to excellent customer service and be prepared to work in a person-centered way and embrace the team's practice of multi-disciplinary working.
Job description
Job responsibilities
- To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload).
- Using a range of software programmes and typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which may include regularly dealing with matters of a complex and/or distressing nature.
- Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience.
- Photocopying, scanning, emailing, faxing, distributing, filing and organising
- letters, reports and other documents.
- Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner.
- Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner.
- Researching appropriate websites, downloading and circulating documents, as requested.
- Where required supervise specific staff on a daily basis.
- Identify and report areas within working processes and procedures that could improve service delivery
- Monitor referrals received, process external and internal referrals for MDT meetings and complete referral administration on the patient records system in accord with MDT referral decisions.
- Monitor the waiting list and alert the team to any approaching 18 weeks.
- To maintain schedules and diaries, organise and service meetings, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring notes are ready for clinics, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings. Work is managed, rather than supervised and results/outcomes are assessed at agreed intervals.
- To undertake receptionist/telephonist duties, receiving and processing telephone calls, including referrals, which may be urgent, liaising with health professionals to correctly process referrals.
- To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patient's fears and lack of understanding, exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.
- To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning/authorising and receipting goods and services on the NHS procurement system PowerGate and carrying out research into goods and services as directed.
- Inputting onto various databases and systems, e.g. Liquid Logic and designated spreadsheets, within the required timescales and deadlines.
- To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.
- In conjunction with colleagues to be responsible for ensuring that petty cash, monies or valuables are accurately recorded and banked promptly and that a regular audit is carried out to ensure compliance with procedures and financial standing orders.
- To implement policies for own work area and propose changes as necessary and demonstrating required duties to new starters. To monitor and report sickness absence and annual leave.
- To receive controlled items including (but not exclusively), prescription pads and drugs, in accordance with Trust Protocol Guidelines, ensuring secure storage and distribution to the relevant disciplines.
- Provide cover in other departments, as directed by the Clinical Lead or Team Manager. This may require traveling to other sites.
- It is the post Holder's responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
Job description
Job responsibilities
- To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload).
- Using a range of software programmes and typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which may include regularly dealing with matters of a complex and/or distressing nature.
- Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience.
- Photocopying, scanning, emailing, faxing, distributing, filing and organising
- letters, reports and other documents.
- Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner.
- Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner.
- Researching appropriate websites, downloading and circulating documents, as requested.
- Where required supervise specific staff on a daily basis.
- Identify and report areas within working processes and procedures that could improve service delivery
- Monitor referrals received, process external and internal referrals for MDT meetings and complete referral administration on the patient records system in accord with MDT referral decisions.
- Monitor the waiting list and alert the team to any approaching 18 weeks.
- To maintain schedules and diaries, organise and service meetings, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring notes are ready for clinics, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings. Work is managed, rather than supervised and results/outcomes are assessed at agreed intervals.
- To undertake receptionist/telephonist duties, receiving and processing telephone calls, including referrals, which may be urgent, liaising with health professionals to correctly process referrals.
- To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patient's fears and lack of understanding, exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.
- To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning/authorising and receipting goods and services on the NHS procurement system PowerGate and carrying out research into goods and services as directed.
- Inputting onto various databases and systems, e.g. Liquid Logic and designated spreadsheets, within the required timescales and deadlines.
- To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.
- In conjunction with colleagues to be responsible for ensuring that petty cash, monies or valuables are accurately recorded and banked promptly and that a regular audit is carried out to ensure compliance with procedures and financial standing orders.
- To implement policies for own work area and propose changes as necessary and demonstrating required duties to new starters. To monitor and report sickness absence and annual leave.
- To receive controlled items including (but not exclusively), prescription pads and drugs, in accordance with Trust Protocol Guidelines, ensuring secure storage and distribution to the relevant disciplines.
- Provide cover in other departments, as directed by the Clinical Lead or Team Manager. This may require traveling to other sites.
- It is the post Holder's responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
Person Specification
Qualifications
Essential
- Minimum of English and Maths Grade C or equivalent Qualification or experience
- NVQ Level 2 in Business Administration or equivalent
- Good keyboard and IT skills
Desirable
- Shorthand
- NVQ Level 3 in Business Administration
Experience
Essential
- Experience in a busy office environment
- Experience of working as part of a team
- Ability to organise and service meetings
Desirable
- Experience of NHS ordering systems
- Knowledge of Liquid Logic
- Knowledge of NHS invoicing systems
Skills, Abilities and Knowledge
Essential
- Comprehensive working knowledge Of Microsoft Office, especially Word, Excel and Outlook
- Good organisational skills
- Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
- Articulate, calm, polite and well-motivated with a positive attitude to customer care
Desirable
- Enhanced IT Skills
- Planning Skills
- Customer Care Skills
- Supervisory skills
Other
Essential
- Able to make own transport arrangement
- Flexible attitude and approach to work to meet the needs of the service
- Able to communicate effectively in written and verbal English language
Person Specification
Qualifications
Essential
- Minimum of English and Maths Grade C or equivalent Qualification or experience
- NVQ Level 2 in Business Administration or equivalent
- Good keyboard and IT skills
Desirable
- Shorthand
- NVQ Level 3 in Business Administration
Experience
Essential
- Experience in a busy office environment
- Experience of working as part of a team
- Ability to organise and service meetings
Desirable
- Experience of NHS ordering systems
- Knowledge of Liquid Logic
- Knowledge of NHS invoicing systems
Skills, Abilities and Knowledge
Essential
- Comprehensive working knowledge Of Microsoft Office, especially Word, Excel and Outlook
- Good organisational skills
- Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
- Articulate, calm, polite and well-motivated with a positive attitude to customer care
Desirable
- Enhanced IT Skills
- Planning Skills
- Customer Care Skills
- Supervisory skills
Other
Essential
- Able to make own transport arrangement
- Flexible attitude and approach to work to meet the needs of the service
- Able to communicate effectively in written and verbal English language
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).
