Job summary
We are looking for an organised, interpersonal, and flexible administrator to join the Staff Support and Wellbeing team and work as the PA to the Professional Lead for Psychological Services within WSFT. The post holder will have a dedicated desk within the friendly, shared Staff Support team office, which is based in the Drummond Education Centre on the West Suffolk Hospital site.
The post holder will be the main point of contact for the Professional Lead for Psychological Services and will perform all the administrative functions of that role. This will include supporting meetings, co-ordinating appointments, diary management, stock ordering, database management and report writing.
The staff support team is part of the broader Psychological Services department and are looking for someone who can support the team with being the first point of contact for staff accessing the service. We are looking for someone who is calm, kind and can respond confidently to people's emotional distress, whilst escalating their concerns to an appropriate clinician.
Attention to detail is essential for this role, as well as experience of using Excel.
Main duties of the job
The successful post holder will start each day opening up the office and helping to book rooms and appointments for the team, before joining the daily huddle to have an overview of the work of the day. The work will include responding to enquiries via email and telephone, co-ordinating referral paperwork and entering this accurately onto various electronic record platforms, as well as liaising daily with the Professional Lead for Psychological Services and supporting with any meetings, minutes, service documents and report writing.
It is a varied role where no two days are the same, in a busy office, where the focus is on providing high quality clinical care and team working.
About us
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Job description
Job responsibilities
Please see job description for full details.
Communication and Team Working
- To liaise with Psychologists/Therapists and Counsellors at all levels in the provision of appropriate A&C Support.
- To liaise with clinicians and staff within the hospital and the community using judgement to appropriately respond to enquiries (potentially from staff in distress) and escalate clinical issues to members of the team and to analyse and resolve problems that fall within the scope of the role.
- To liaise with Staff Support and Wellbeing Team staff, Education Centre staff, HR, and other colleagues to facilitate room bookings, administrative support and booking clinical appointments
Planning and Organising
- To provide PA support for Professional Lead for Psychological Services (Consultant Clinical Psychologist) including diary maintenance and first line of communication.
- To provide administrative support members of the Staff Support and Wellbeing Team, including diary maintenance and first line of communication.
- To co-ordinate, support and take minutes at Psychological Services / Staff Support and Wellbeing-linked meetings as required, both planned and adhoc.
- To sort, distribute and prioritise Psychological Services post, using initiative to process as necessary.
- To provide administrative support for clinics provided by the Psychology team including typing correspondence and updating patients records.
Managing People and Resources
- To delegate and supervise work given to junior team members within the team.
Job description
Job responsibilities
Please see job description for full details.
Communication and Team Working
- To liaise with Psychologists/Therapists and Counsellors at all levels in the provision of appropriate A&C Support.
- To liaise with clinicians and staff within the hospital and the community using judgement to appropriately respond to enquiries (potentially from staff in distress) and escalate clinical issues to members of the team and to analyse and resolve problems that fall within the scope of the role.
- To liaise with Staff Support and Wellbeing Team staff, Education Centre staff, HR, and other colleagues to facilitate room bookings, administrative support and booking clinical appointments
Planning and Organising
- To provide PA support for Professional Lead for Psychological Services (Consultant Clinical Psychologist) including diary maintenance and first line of communication.
- To provide administrative support members of the Staff Support and Wellbeing Team, including diary maintenance and first line of communication.
- To co-ordinate, support and take minutes at Psychological Services / Staff Support and Wellbeing-linked meetings as required, both planned and adhoc.
- To sort, distribute and prioritise Psychological Services post, using initiative to process as necessary.
- To provide administrative support for clinics provided by the Psychology team including typing correspondence and updating patients records.
Managing People and Resources
- To delegate and supervise work given to junior team members within the team.
Person Specification
Knowledge and Experience
Essential
- Knowledge of Microsoft Word, Excel, Outlook Email and Calendar.
Desirable
- To have a knowledge of Trust procurement systems, dictation system and e-Care
Qualifications
Essential
- GCSE grade 4 (C) or above (or equivalent) in English and Maths.
- RSA3 or equivalent ability / experience
Skills
Essential
- To have excellent interpersonal skills and an ability to communicate with staff at all levels
- To have excellent customer care skills and an ability to communicate with and reassure staff / patients.
Personal Qualities
Essential
- To have the ability to deal with sensitive or distressing information in an appropriate, professional and diplomatic manner.
- The ability to organise and prioritise.
- The ability to analyse and problem solve working from own initiative.
- The ability to work within a team based environment.
- The ability to train and supervise junior members of staff.
- Flexible approach to working hours/duties.
Person Specification
Knowledge and Experience
Essential
- Knowledge of Microsoft Word, Excel, Outlook Email and Calendar.
Desirable
- To have a knowledge of Trust procurement systems, dictation system and e-Care
Qualifications
Essential
- GCSE grade 4 (C) or above (or equivalent) in English and Maths.
- RSA3 or equivalent ability / experience
Skills
Essential
- To have excellent interpersonal skills and an ability to communicate with staff at all levels
- To have excellent customer care skills and an ability to communicate with and reassure staff / patients.
Personal Qualities
Essential
- To have the ability to deal with sensitive or distressing information in an appropriate, professional and diplomatic manner.
- The ability to organise and prioritise.
- The ability to analyse and problem solve working from own initiative.
- The ability to work within a team based environment.
- The ability to train and supervise junior members of staff.
- Flexible approach to working hours/duties.
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).
