Job summary
NHS Dorset is seeking to recruit an enthusiastic and
self-motivated Team Administrator to join the People Directorate team. This is
a fixed term role to cover maternity leave which can be based in either our
Dorchester or West Moors office with the ability to work virtually from home
and whilst we can provide the appropriate IT equipment, there is an expectation
that you will have a suitable home environment in which to work from.
This is an exciting opportunity to work within a strong and
supportive team and to undertake a key role in successfully delivering
important administration tasks across the directorate.
Some of the key responsibilities are:
- Management of
several directorate inboxes, responding to emails in a timely manner
- Take accurate
and comprehensive minutes during meetings and circulate to attendees.
- Log and track
actions arising from meetings and ensure they are completed within agreed timescales.
- Manage the
directorate diary and schedule appointments and meetings as required
- Collate
papers for committee meetings and distribute to attendees in advance.
- Assist with
the application process for Advanced Clinical Practitioners, Practice Assessors
and Practice Supervisors
-
Any
other administrative tasks as required by the directorate.
Main duties of the job
In order to be successful in this position, we are looking for someone
with administrative experience to a NVQ Level 3 or relevant previous
administration experience, however this is not essential as a full induction
programme with ongoing training and support will be provided.
You should be
self-motivated, highly organised, flexible, have excellent communication skills
and a can-do attitude. Short-listed candidates will have a working knowledge of
MS office packages such as Word, Excel, Outlook, and Microsoft Teams alongside
excellent communication skills both written, face-to-face, over the telephone
and via video calls.
The successful candidate will have the ability to
undertake their daily task in a hybrid working environment either from NHS
Dorset office space or from their home. If working from home access to the
internet is essential.
About us
We are joining up to tackle all the things that affect our health and wellbeing, make real change, and improve things for our communities.
Dorset ICS is made up of:
- NHS Dorset Integrated Care Board
- University Hospitals Dorset Foundation Trust
- Dorset County Hospital Foundation Trust
- Dorset HealthCare University Foundation Trust
- Dorset Council
- Bournemouth, Christchurch, and Poole Council
- 194 town and parish councils
- 18 primary care networks (made up of 73 GP practices)
- Southwestern Ambulance Service Foundation Trust
- Dorset Police
- Dorset & Wiltshire Fire and Rescue Service
- 7,300 voluntary organisations
What we do
The Health and Care Bill puts ICSs on a statutory footing empowering them to better join up health and care services, improve population health, and reduce health inequalities.
ICSs have four core purposes:
- Improve outcomes in population health and healthcare
- Tackle inequalities in outcomes, experience, and access
- Enhance productivity and value for money
- Help the NHS support broader social and economic development
Job description
Job responsibilities
The post holder will play a key role in supporting the People Directorate. The post holder will
deliver an effective and competent level of clerical support and consistently deliver a client focused service.
The post holder will be required to work under their own initiative as well as working as part of
the wider administration team and will demonstrate a willingness to help others and be a key
member of the team with responsibility for specifically allocated tasks. The post holder will be
expected to follow set processes, prioritise their own workload and demonstrate initiative in
order to fulfil the requirements of the post. Excellent interpersonal skills and communication
skills are essential plus an ability to deal with highly sensitive and confidential information.
The post holder will be the initial point of contact in the office and must have competent ICT
skills including word processing, database inputting and diary management skills.
The post holder must have a flexible and adaptable approach to their work in order to meet
demanding deadlines and have the ability and resilience to regularly deal with a range of
routine and non-routine administrative tasks as required to deliver an efficient and effective
service.
Please see full job description attached.
Job description
Job responsibilities
The post holder will play a key role in supporting the People Directorate. The post holder will
deliver an effective and competent level of clerical support and consistently deliver a client focused service.
The post holder will be required to work under their own initiative as well as working as part of
the wider administration team and will demonstrate a willingness to help others and be a key
member of the team with responsibility for specifically allocated tasks. The post holder will be
expected to follow set processes, prioritise their own workload and demonstrate initiative in
order to fulfil the requirements of the post. Excellent interpersonal skills and communication
skills are essential plus an ability to deal with highly sensitive and confidential information.
The post holder will be the initial point of contact in the office and must have competent ICT
skills including word processing, database inputting and diary management skills.
The post holder must have a flexible and adaptable approach to their work in order to meet
demanding deadlines and have the ability and resilience to regularly deal with a range of
routine and non-routine administrative tasks as required to deliver an efficient and effective
service.
Please see full job description attached.
Person Specification
Qualifications
Essential
- Educated to Level 3 or equivalent relevant qualification or significant proven experience in a similar role.
- Evidence of Continued Personal Development
Skills, Abilities & Knowledge
Essential
- Awareness of a range of health services provision
- Able to provide and receive routine information, barriers to understanding /provide and receive complex and sensitive information.
- Able to exchange information with patients, family members and providers requiring tact and empathy and communicates complicated information to staff from other departments and external contacts
- Clear communicator with good writing, data entry and telephone skills, ensuring accuracy
- Able to work effectively as part of a team
- Able to make judgements involving facts or situations, some requiring analysis on how to deal with enquiries
- Able to work to own initiative, organising and prioritising own workload to set deadlines
- Follow policies in own role. May be required to comment/implement policies and propose changes to practices and procedures for own area
- Accurate data entry and text processing from documents onto bespoke database and secure and accurate storage of data
Experience
Essential
- Previous experience of working in an administrative environment using computerised data systems
- Previous experience of working in a health care environment
- Proven history of planning and organising workload and distribute information in a timely manner to team members as appropriate Knowledge of Data Protection
- Working knowledge of Microsoft Office including Word and Excel
Desirable
Person Specification
Qualifications
Essential
- Educated to Level 3 or equivalent relevant qualification or significant proven experience in a similar role.
- Evidence of Continued Personal Development
Skills, Abilities & Knowledge
Essential
- Awareness of a range of health services provision
- Able to provide and receive routine information, barriers to understanding /provide and receive complex and sensitive information.
- Able to exchange information with patients, family members and providers requiring tact and empathy and communicates complicated information to staff from other departments and external contacts
- Clear communicator with good writing, data entry and telephone skills, ensuring accuracy
- Able to work effectively as part of a team
- Able to make judgements involving facts or situations, some requiring analysis on how to deal with enquiries
- Able to work to own initiative, organising and prioritising own workload to set deadlines
- Follow policies in own role. May be required to comment/implement policies and propose changes to practices and procedures for own area
- Accurate data entry and text processing from documents onto bespoke database and secure and accurate storage of data
Experience
Essential
- Previous experience of working in an administrative environment using computerised data systems
- Previous experience of working in a health care environment
- Proven history of planning and organising workload and distribute information in a timely manner to team members as appropriate Knowledge of Data Protection
- Working knowledge of Microsoft Office including Word and Excel
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
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).
