Job summary
Are you a highly organised Administrator looking to join a supportive and compassionate team? The Integrated Bournemouth East CMHT is looking for an administrative assistant to work alongside a team of multi-disciplinary professionals, providing admin support to the Community Team, focusing mostly on patient dedicated administrative tasks as well as being a key part of helping the teams run smoothly on a day-to-day basis.
As an administrative assistant you will need to be proficient in a range of software programmes such as Microsoft Office including Excel, Outlook, Power Point and Word, have experience of minute taking, advanced typing skills, audio typing, excellent attention to detail and be able to cope under pressure. Experience of using existing medical databases, such as RiO, would be of a significant advantage.
The Administrative Assistant must be confident on the phone as they will be required to communicate with a range of different health care professionals, patients, their relatives, and carers which can sometimes lead to difficult conversations.
Main duties of the job
To ensure the provision of effective and efficient secretarial and administrative support including dealing with telephone enquiries, relatives, carers, GPs, and other agencies, maintaining good communications between staff members of the Trust, GP Practices and outside representatives demonstrating discretion and confidentiality.
To attend meetings as required and take and transcribe formal minutes at meetings. To have access to team diaries, plan and organise activities and events including meetings and multi-disciplinary meetings with internal and external organisations as requested.
Ensure letters, memorandums and reports are of high quality and are complete in terms of presentation and accuracy and adhere to Trust Policy and guidelines.
To ensure that patient appointments are made effectively and in a timely manner using the Electronic Patient Record.
To ensure the maintenance of accurate information on patient records systems, databases, and spreadsheets.
Be responsible for accepting referrals from a range of sources, screening for appropriateness, gathering information and registering on the patient record.
If you are looking for a change whilst working with a wide variety of professionals, this could be the role for you. Flexibility, responsiveness, and IT/communications skills are essential for this post.
The Administrative Assistant role is a full-time post and we would support proficient and experienced applicants looking for hybrid working arrangements.
About us
At Dorset HealthCare we're on a mission to empower people to make the most of their lives through our outstanding, joined-up healthcare services. We're a dynamic, forward looking Trust, running 12 community hospitals, specialist inpatient facilities and a wide range of integrated community and mental health services for a population of almost 800,000 people.
We do things differently here - it's one of the reasons the CQC rated us 'outstanding' in 2019. It's also why 95% of patients across our services say they have a good or very good experience of our services and 89% of staff feel they can really make a difference. Whether you're looking to work with us in one of our bustling market towns, vibrant urban locations, thriving seaside spots, or among the rolling hills of Dorset, there are lots of ways you can make a difference in our communities.
Our 7,000-strong workforce is at the heart of what we do and our success is a testament to our brilliant people. We're all about building a workplace for the future, we believe in equal opportunities and we celebrate diversity. We're an inclusive workplace, where everyone is welcome, everyone can be authentic, and we are all encouraged to be the best version of ourselves.
Working with us you'll be part of a strong team, challenge yourself, build a career, and teach us what we don't know. And you'll be working towards our vision to be better every day through excellence, compassion and expertise in all we do.
Job description
Job responsibilities
For the main duties and responsibilities for this role please read the attached job description and person specification. When completing your application please ensure your supporting statement reflects the criteria set out in these documents by showing how your experience and skills apply to this post.
As part of our vision to have a skilled, diverse and caring workforce, Dorset HealthCare is working in partnership with The Princes Trust to support people getting into work, as part of this partnership, we are offering an employability service to support individuals between 16-30 years old with application writing, interview skills and other employment support. If you would like or know of anyone who would value this support please do contact dhc.wideningparticipation@nhs.net
Employment in this post requires an Enhanced Disclosure and Barring Service (DBS) check, which the Trust will cover the cost of. Applicants who subscribe to the DBS update service are able to present a valid DBS certificate instead of requiring a new check.
Applications from candidates that require current Skilled worker sponsorship to work in the UK are unfortunately ineligible to apply for this position.
Job description
Job responsibilities
For the main duties and responsibilities for this role please read the attached job description and person specification. When completing your application please ensure your supporting statement reflects the criteria set out in these documents by showing how your experience and skills apply to this post.
As part of our vision to have a skilled, diverse and caring workforce, Dorset HealthCare is working in partnership with The Princes Trust to support people getting into work, as part of this partnership, we are offering an employability service to support individuals between 16-30 years old with application writing, interview skills and other employment support. If you would like or know of anyone who would value this support please do contact dhc.wideningparticipation@nhs.net
Employment in this post requires an Enhanced Disclosure and Barring Service (DBS) check, which the Trust will cover the cost of. Applicants who subscribe to the DBS update service are able to present a valid DBS certificate instead of requiring a new check.
Applications from candidates that require current Skilled worker sponsorship to work in the UK are unfortunately ineligible to apply for this position.
Person Specification
Knowledge Skills and Training
Essential
- Educated to GCSE level or equivalent experience.
- Knowledge and understanding of data protection and patient confidentiality.
- Demonstrable evidence of arranging meetings and minute taking
- Evidence of audio typing/typing from recorded meetings
Desirable
- NVQ Level 3 or equivalent in Administration or Customer Service.
Job Specific Experience
Essential
- Evidence of experience of working in an administrative role within a customer facing environment
- Demonstrable skills in written and spoken English to a standard which enables the post holder to carry out the full range of duties and responsibilities of the role effectively.
Desirable
- Experience of working with or within the NHS in a same or similar role.
Information Technology
Essential
- Experience of using Microsoft Office software including Outlook, word processing and spreadsheets.
- Accurate, fast typing and keyboard skills
Desirable
- Experience using RiO Electronic Patient Record System.
Personal quaslities/attributes
Essential
- Evidence of effective team working and interacting and communicating with members of the public
- Demonstrates evidence of an ability to work to a high level of accuracy.
- Demonstrated ability at exercising tact and diplomacy
- Evidence of ability to use own initiative within sphere of responsibility
- Evidence of being able to multitask, perform under pressure within a time frame and deal with competing priorities.
- Evidence of good communication skills, both verbal and written.
- Demonstrable interpersonal skills with a professional approach in manner and appearance.
Person Specification
Knowledge Skills and Training
Essential
- Educated to GCSE level or equivalent experience.
- Knowledge and understanding of data protection and patient confidentiality.
- Demonstrable evidence of arranging meetings and minute taking
- Evidence of audio typing/typing from recorded meetings
Desirable
- NVQ Level 3 or equivalent in Administration or Customer Service.
Job Specific Experience
Essential
- Evidence of experience of working in an administrative role within a customer facing environment
- Demonstrable skills in written and spoken English to a standard which enables the post holder to carry out the full range of duties and responsibilities of the role effectively.
Desirable
- Experience of working with or within the NHS in a same or similar role.
Information Technology
Essential
- Experience of using Microsoft Office software including Outlook, word processing and spreadsheets.
- Accurate, fast typing and keyboard skills
Desirable
- Experience using RiO Electronic Patient Record System.
Personal quaslities/attributes
Essential
- Evidence of effective team working and interacting and communicating with members of the public
- Demonstrates evidence of an ability to work to a high level of accuracy.
- Demonstrated ability at exercising tact and diplomacy
- Evidence of ability to use own initiative within sphere of responsibility
- Evidence of being able to multitask, perform under pressure within a time frame and deal with competing priorities.
- Evidence of good communication skills, both verbal and written.
- Demonstrable interpersonal skills with a professional approach in manner and appearance.
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.
