Job summary
This role presents an exciting opportunity to become part of a dynamic team working across Shropshire, Telford and Wrekin for the benefit of maternity and neonatal services.
Come and join our team.
Across Shropshire, Telford and Wrekin we have made great progress with improvements and transformation within our maternity and neonatal system and have a fabulous opportunity for an experienced administrator to join our team and support our Local Maternity & Neonatal System (LMNS) Project Management Office and the Maternity & Neonatal Voices Partnership (MNVP).
This is an exciting opportunity to play an instrumental role in continuing to transform maternity and neonatal care in partnership with women and their families.
Main duties of the job
The Shropshire, Telford and Wrekin Local Maternity & Neonatal System (LMNS) are looking for an enthusiastic, organised and motivated individual to join the team as an administrator.
To provide secretarial and administrative support to the LMNS Team and MNVP Team , producing accurate and timely correspondence to include reports, statistics and general correspondence.
To act as first point of contact for the department, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate.
This is a part time 27 hours per week role for maternity cover until 30th September 2024.
About us
NHS Shropshire, Telford and Wrekin is responsible for planning and buying a wide range of health and care services for the whole of Shropshire, Telford and Wrekin. These include GP and primary care services, hospital care, community healthcare and mental health services. We also have a duty to monitor these services to ensure they provide a high level of care and are value for money.
We are part of Shropshire, Telford and Wrekin Integrated Care System. This means we work closely with our partner organisations across the county, such as two local authorities, 51 GP practices, the hospitals, and the voluntary and community sector, to plan and deliver joined up health and care services.
Working closely together, in a more joined up way means we can have closer links to our patients so we can develop more personalised local services which will improve the lives of residents and reduce inequalities.
NHS Shropshire, Telford and Wrekin currently have an agile working policy, with a combination of working from home and office-based work or meetings. The requirement is for the role to be working a minimum of 40% per week in the office - which is currently Halesfield 6, TF7 4QQ but will be based in Wellington, Telford as from February 2024. The organisation creates a supportive culture for all staff and encourages staff to access the Health and Wellbeing group which has a programme of activities, events and training.
Job description
Job responsibilities
To photocopy and word-process documents, letters, emails, minutes and reports when required.
To maintain a high standard level of keyboard skills and be able to use Microsoft Office programmes.
To schedule and book events/meetings/training facilities, set up rooms and arrange refreshments or other requirements.
To organise and attend meetings, where appropriate, to take minutes/notes, produce, copy and circulate papers.
To ensure that all complaints, comments and suggestions are dealt with appropriately, in accordance with policy, resolving where possible and escalating to line manager when appropriate.
To provide administrative cover when colleagues are absent.
To work on own initiative and unsupervised, within defined policies and procedures to set timescales, prioritising work and seeking assistance when required.
To have a flexible/adaptable approach to their work in order to meet various deadlines.
To maintain confidentiality in all aspects of work.
To carry out other appropriate delegated duties, as required.
Job description
Job responsibilities
To photocopy and word-process documents, letters, emails, minutes and reports when required.
To maintain a high standard level of keyboard skills and be able to use Microsoft Office programmes.
To schedule and book events/meetings/training facilities, set up rooms and arrange refreshments or other requirements.
To organise and attend meetings, where appropriate, to take minutes/notes, produce, copy and circulate papers.
To ensure that all complaints, comments and suggestions are dealt with appropriately, in accordance with policy, resolving where possible and escalating to line manager when appropriate.
To provide administrative cover when colleagues are absent.
To work on own initiative and unsupervised, within defined policies and procedures to set timescales, prioritising work and seeking assistance when required.
To have a flexible/adaptable approach to their work in order to meet various deadlines.
To maintain confidentiality in all aspects of work.
To carry out other appropriate delegated duties, as required.
Person Specification
Experience
Essential
- Significant experience of providing clerical services
- Experience of successfully working within tight time frames and to deadlines
- Knowledge and understanding of the National Health Service
- Minute taking experience
Qualifications
Essential
- Education to GCSE Level/GCE 'O' Level
- Word Processing - Qualified to RSA II/NVQ Level 3 or equivalent
- ECDL or equivalent qualification
Skills
Essential
- Comprehensive knowledge of Microsoft packages
- Advanced keyboard skills
- Ability to communicate in a clear and concise manner
- Proven organisational skills and ability to prioritise workload with interruptions and changing priorities
- Good numerical skills
- Ability to multi task and prioritise own workload
- Knowledge of a full range of administrative procedures and their application to improve service efficiency and effectiveness
- Good command and understanding of English, punctuation and grammer
- Understanding of the Data Protection Act
- Knowledge of Information Governance with regard to maintaining confidentiality of person identifiable information
Personal Qualities
Essential
- Motivated, flexible and proactive
- Tactful, courteous and polite
- Recognise equality & diversity and importance of peoples rights with dignity and respect. Act in accordance with legislation, policies and procedures
Person Specification
Experience
Essential
- Significant experience of providing clerical services
- Experience of successfully working within tight time frames and to deadlines
- Knowledge and understanding of the National Health Service
- Minute taking experience
Qualifications
Essential
- Education to GCSE Level/GCE 'O' Level
- Word Processing - Qualified to RSA II/NVQ Level 3 or equivalent
- ECDL or equivalent qualification
Skills
Essential
- Comprehensive knowledge of Microsoft packages
- Advanced keyboard skills
- Ability to communicate in a clear and concise manner
- Proven organisational skills and ability to prioritise workload with interruptions and changing priorities
- Good numerical skills
- Ability to multi task and prioritise own workload
- Knowledge of a full range of administrative procedures and their application to improve service efficiency and effectiveness
- Good command and understanding of English, punctuation and grammer
- Understanding of the Data Protection Act
- Knowledge of Information Governance with regard to maintaining confidentiality of person identifiable information
Personal Qualities
Essential
- Motivated, flexible and proactive
- Tactful, courteous and polite
- Recognise equality & diversity and importance of peoples rights with dignity and respect. Act in accordance with legislation, policies and procedures
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).
