Job summary
We are looking to recruit to a part time, Band 3 Permanent Administrator to support the At Home Support Team and Rehabilitation Team within Adult Services.
We are looking for an enthusiastic, motivated and conscientious Administrator to provide full clerical and administrative support to this team.
You must be able to evidence excellent communication, customer service, decision-making and IT skills. You must be flexible, committed and able to adapt to changes in working patterns if needed as part of any employment offer. You must hold good persuasion and influencing skills, and demonstrate exceptional prioritisation and organisational skills.
Due to the nature of the work you will need to demonstrate an excellent understanding of confidentiality.
You must be able to prioritise tasks and manage your time effectively and also have the ability to work flexibly within a team and be confident in completing individual tasks.
If you are positive about change with a willingness to work creatively and pro-actively in the face of a challenge, then we look forward to hearing from you.
Main duties of the job
Please see the attachedfull Job Description for more details.
For further information please contact Emma Lee, at emma.lee10@nhs.net
About us
We are a provider of NHS
Community Health Services, CityCare exists to support the health and wellbeing
of all local people, working alongside other health and care partners to
achieve this. We are a value driven, people business with a passion for excellence.
Our vision and social purpose is to make a difference everyday to the health
& wellbeing of our communities and our values of kindness, respect, trust
and honesty lie at the heart of everything we do, guiding how we work together
with partners and each other to consistently deliver high quality compassionate
care. As a social enterprise we aim to add social value by investing in the
future of our local communities and helping to make a difference in peoples
lives.
CityCare value the benefits of a diverse and inclusive
workforce. We encourage applications from candidates who identify as disabled,
LGBT+ or from a Black, Asian or Minority Ethnic (BAME) background, as they are
currently under-represented within our organisation.
CityCare is an equal opportunities employer. We are positive
about employing people with disabilities. If you require your application in a
different format please contact Human Resources on 0115 8839418. CityCare is
committed to the protection of vulnerable adults and children.
Job description
Job responsibilities
Job Purpose
- To provide high level administrative support for the day to day administration for the At Home Clinical Team, At Home Support Team and Community Beds
- Work effectively as part of a busy administration team, along side Crisis Co-ordinators and Community Triage Hub
Dimensions
- Ensure team are aware of own role and any new information for cover arrangements or support
- To actively participate in CityCare mandatory training and team specific training
Key Responsibilities
- To provide full clerical/ administrative support to the Team on a day to day basis
- To update and maintain Health and Safety records information for staff members and arrange cover for shifts or track staff at the end of their working day
- To have a good working knowledge and experience of Microsoft Office in particular Microsoft Word to produce letters and other word processed documents to a high standard and knowledge of Microsoft Access and Excel for developing in house databases / spreadsheets and Outlook for diary management / e-mails
- To have accurate keyboard skills and attention to detail for use with office packages and SystmOne.
- To be responsible for making and answering telephone calls appropriately from a wide variety of sources where there may be barriers to understanding. To record telephone messages in writing and act promptly if urgent responses are needed
- To accurately collate and input data and produce statistics as and when required
- To maintain diaries, make appointments, arrange meetings etc. as and when required
- To take minutes/ notes of meetings as and when required, including preparation and distribution of agenda and minutes
- To undertake general office procedures including photocopying, scanning, filing and the distribution of mail
- To implement and update office systems/procedures as required, in collaboration with the team
- To provide full administration support for the recruitment process being the vital link between Team Managers, Candidates and HR
- To work effectively as part of a team to provide cover for other administration staff when required and to be flexible regarding working hours to meet the needs of the service.
- To accurately record and maintain systems for staff sickness, absence and annual leave
- To order stock and non-stock equipment via the on-line systems and to maintain stock levels of stationery
- To be customer focused on behalf of the service and ensure that the reception people are given is welcoming and helpful
- To maintain strict confidentiality in all aspects of work in line with policies and the Data Protection Act
- To plan / organise work using own initiative within set departmental parameters
- To undertake all aspects of SystmOne to book patient appointments, manage cancellations, send correspondence including PPIs and update as necessary to ensure the smooth running of the service.
- To undertake any additional duties as appropriate and delegated by the Admin Team Manager, Deputy and Service Team Managers
Job description
Job responsibilities
Job Purpose
- To provide high level administrative support for the day to day administration for the At Home Clinical Team, At Home Support Team and Community Beds
- Work effectively as part of a busy administration team, along side Crisis Co-ordinators and Community Triage Hub
Dimensions
- Ensure team are aware of own role and any new information for cover arrangements or support
- To actively participate in CityCare mandatory training and team specific training
Key Responsibilities
- To provide full clerical/ administrative support to the Team on a day to day basis
- To update and maintain Health and Safety records information for staff members and arrange cover for shifts or track staff at the end of their working day
- To have a good working knowledge and experience of Microsoft Office in particular Microsoft Word to produce letters and other word processed documents to a high standard and knowledge of Microsoft Access and Excel for developing in house databases / spreadsheets and Outlook for diary management / e-mails
- To have accurate keyboard skills and attention to detail for use with office packages and SystmOne.
- To be responsible for making and answering telephone calls appropriately from a wide variety of sources where there may be barriers to understanding. To record telephone messages in writing and act promptly if urgent responses are needed
- To accurately collate and input data and produce statistics as and when required
- To maintain diaries, make appointments, arrange meetings etc. as and when required
- To take minutes/ notes of meetings as and when required, including preparation and distribution of agenda and minutes
- To undertake general office procedures including photocopying, scanning, filing and the distribution of mail
- To implement and update office systems/procedures as required, in collaboration with the team
- To provide full administration support for the recruitment process being the vital link between Team Managers, Candidates and HR
- To work effectively as part of a team to provide cover for other administration staff when required and to be flexible regarding working hours to meet the needs of the service.
- To accurately record and maintain systems for staff sickness, absence and annual leave
- To order stock and non-stock equipment via the on-line systems and to maintain stock levels of stationery
- To be customer focused on behalf of the service and ensure that the reception people are given is welcoming and helpful
- To maintain strict confidentiality in all aspects of work in line with policies and the Data Protection Act
- To plan / organise work using own initiative within set departmental parameters
- To undertake all aspects of SystmOne to book patient appointments, manage cancellations, send correspondence including PPIs and update as necessary to ensure the smooth running of the service.
- To undertake any additional duties as appropriate and delegated by the Admin Team Manager, Deputy and Service Team Managers
Person Specification
Qualifications
Essential
- RSA, QCF or equivalent
- Excellent working knowledge of Microsoft Office to include Outlook/ Word, Access and Excel.
Desirable
- ECDL/MOST qualification.
- Customer Service
Knowledge and skills
Essential
- Understanding of confidentiality/ Data Protection.
- Excellent communication skills both written and verbal.
- Accurate minute taking skills.
- Ability to prioritise workload and manage time effectively demonstrating excellent organisational skills.
- Ability to work effectively & reliably as part of a team.
- Ability to use initiative, problem solving and decision making skills.
- Adaptable to change within the workplace
- Demonstrates a positive and can do attitude with a willingness to learn & develop
Experience
Essential
- Proven administrative experience.
- Experience of dealing with sensitive/ confidential information.
- Excellent communication skills and customer service experience with a variety of people.
- Experience in managing own workload to meet deadlines where appropriate
Desirable
- Experience of using SystmOne
- Experience of working in a health or social care environment
- Experience of working autonomously in previous roles
Person Specification
Qualifications
Essential
- RSA, QCF or equivalent
- Excellent working knowledge of Microsoft Office to include Outlook/ Word, Access and Excel.
Desirable
- ECDL/MOST qualification.
- Customer Service
Knowledge and skills
Essential
- Understanding of confidentiality/ Data Protection.
- Excellent communication skills both written and verbal.
- Accurate minute taking skills.
- Ability to prioritise workload and manage time effectively demonstrating excellent organisational skills.
- Ability to work effectively & reliably as part of a team.
- Ability to use initiative, problem solving and decision making skills.
- Adaptable to change within the workplace
- Demonstrates a positive and can do attitude with a willingness to learn & develop
Experience
Essential
- Proven administrative experience.
- Experience of dealing with sensitive/ confidential information.
- Excellent communication skills and customer service experience with a variety of people.
- Experience in managing own workload to meet deadlines where appropriate
Desirable
- Experience of using SystmOne
- Experience of working in a health or social care environment
- Experience of working autonomously in previous roles
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.
