Job summary
To provide comprehensive administrative services to the Advocacy Service and Advocacy Managers. Responsible for the day-to-day administration to ensure smooth running of the service. To receive, process and allocate referrals using both the electronic booking system and manual systems. Providing a full range of administration in a busy and complex area of work.
Main duties of the job
Provide day-to-day administration to the service including dealing with telephone queries, filing and general office duties.
Takereferrals by phone, fax, letter, e-mail and in person, assisting in the allocation process, which includes identifying budget, purchasing of staff from external services, providing information to the referrer, identifying availability of staff and keeping accurate records of activity, appointments and workload.
Providing a comprehensive administrative/secretarial service to the Advocacy Service and Advocacy Managers, ensuring accuracy and adequate presentation of all information e.g. sessional time sheets monitoring system, activity monitoring systems both electronic and manual, collecting and inputting accurate sickness/absence records into spreadsheets.
To be able to use MS Word, Excel, PowerPoint, Outlook at an intermediate to advanced level.
Keep up to date and accurate individual activity records of the work of all advocates using a computerised database/ manual systems and produce regular reports from this information for review by the Advocacy Service Managers
About us
Homerton Healthcare NHS Foundation Trust is a high performing and flourishing organisation serving the population of Hackney, East London, The City and beyond.
We are extremely proud of the fact that Homerton Hospital has recently attained the highest possible rating of "Outstanding" from the Care Quality Commission (CQC).
Our integrated Trust provides comprehensive hospital and community health services for its local population and a range of specialist services for a wider group of patients. In addition, the Trust manages services out of St Leonard's Hospital and the Mary Seacole Nursing Home.
Homerton aims to ensure equality and value diversity, and we are committed to inclusion for all of our staff. This is reflected in our policies, procedures and People Plan. All of our staff are expected to embody our Trust values at all times.
We are also committed, through our Fair Recruitment Standards, to ensuring all applicants are treated fairly.
Homerton has a proud tradition of supporting and developing its staff, including its well-regarded and valued nursing community, and all staff are able to take advantage of a great range of benefits.
Homerton is proud to have been included on the HSJ & Nursing Times Best Places to Work list.
Job description
Job responsibilities
The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience, and knowledge required. For both documents, please view the attachment/s on this page.
The person specification below is not the full person specification but outlines the criteria against which your application form will be assessed.
Job description
Job responsibilities
The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience, and knowledge required. For both documents, please view the attachment/s on this page.
The person specification below is not the full person specification but outlines the criteria against which your application form will be assessed.
Person Specification
person specification
Essential
- oGCSE Grade C in English or Maths (or equivalent)
- oNVQ in Administration (or able to demonstrate equivalent skills derived from experience)
- oExcellent written and verbal communication and listening skills
- oGood interpersonal skills
- oGood telephone manner
- oAbility to share experience and skills and to learn from others
- oAbility to communicate and empathise with people from diverse backgrounds e.g. refugees, asylum seekers, socially disadvantaged, non-English speakers
- oAbility to identify issues and solutions and raise these appropriately
- oNegotiation and influencing skills
- oAbility to work both independently and with staff at all levels
- oAbility to work on own initiative
- oAbility to prioritise workloads and meet deadlines
- oAbility to manage changing priorities
- oCapable of working as an effective team member
- oDemonstrate ability to work under pressure
- oKeyboard typing skills (40 wpm)
- oAbility to take and produce concise minutes
- oIntermediate to advanced level of Microsoft Office e.g. Word, Excel, PowerPoint and Outlook
- oAbility to inspire confidence in the Advocacy Service and project a positive image
- oAbility to organise day to day administration of the service
- oMinimum of 1 years experience of high level comprehensive senior administration
- oExperience of working with the public
- oProven experience of working in a customer focussed environment
- oExperience of working within a busy complex office environment
- oExperience of using and entering information on a database
- oKnowledge of the NHS
- oUnderstanding of the need for confidentiality within the service
- oUnderstanding of equal opportunities issues relating to employment and service provision
Desirable
- Organisational and project management skills
- Ability to produce reports on data collected via databases
- Knowledge of primary and community services
- Experience of supervising staff
- Understanding of the role of advocacy within the community
Person Specification
person specification
Essential
- oGCSE Grade C in English or Maths (or equivalent)
- oNVQ in Administration (or able to demonstrate equivalent skills derived from experience)
- oExcellent written and verbal communication and listening skills
- oGood interpersonal skills
- oGood telephone manner
- oAbility to share experience and skills and to learn from others
- oAbility to communicate and empathise with people from diverse backgrounds e.g. refugees, asylum seekers, socially disadvantaged, non-English speakers
- oAbility to identify issues and solutions and raise these appropriately
- oNegotiation and influencing skills
- oAbility to work both independently and with staff at all levels
- oAbility to work on own initiative
- oAbility to prioritise workloads and meet deadlines
- oAbility to manage changing priorities
- oCapable of working as an effective team member
- oDemonstrate ability to work under pressure
- oKeyboard typing skills (40 wpm)
- oAbility to take and produce concise minutes
- oIntermediate to advanced level of Microsoft Office e.g. Word, Excel, PowerPoint and Outlook
- oAbility to inspire confidence in the Advocacy Service and project a positive image
- oAbility to organise day to day administration of the service
- oMinimum of 1 years experience of high level comprehensive senior administration
- oExperience of working with the public
- oProven experience of working in a customer focussed environment
- oExperience of working within a busy complex office environment
- oExperience of using and entering information on a database
- oKnowledge of the NHS
- oUnderstanding of the need for confidentiality within the service
- oUnderstanding of equal opportunities issues relating to employment and service provision
Desirable
- Organisational and project management skills
- Ability to produce reports on data collected via databases
- Knowledge of primary and community services
- Experience of supervising staff
- Understanding of the role of advocacy within the community
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).
