Job summary
Providing high quality administrative support ensuring high standards are maintained at all times and work is produced effectively and efficiently in accordance with Trust policies and procedures.
The post holder will be required to use independent judgement, sensitivity and discretion to carry out specified duties.
Main duties of the job
To provide efficient general secretarial and administrative assistance to the Unit Manager, Clinical Services Manager, Occupational Therapist and their teams.
Liaising with other members of staff on site, including the maintenance and estates departments, GPs, patients and their relatives, plus other relevant agencies, eg Social Services, Probation, Courts, Prisons, Police Departments, Solicitors etc.
Collect, collate, input and extract data into/from NHS systems as directed by Unit Manager (PARIS, Safer Staffing, SMART, Electronic Staffing Record).
Input data onto Paris system with regards to admissions, discharges, AWOL, home leave, transfers and return to the ward.
Responsible for the safe storage of data and information in accordance with Trust policies ensuring guidelines regarding confidentiality, disclosure of information and Data Protection are observed at all times.
Maintain administrative systems set up to ensure an organised and efficient working environment for staff.
To work as an integral part of the Unit staff team.
Developing and maintaining an efficient and effective filing system as required.
About us
We are proud to be the most improved mental health and learning disability Trust to work for and BEST in the North West. (NHS staff survey 2022). Our domestic team in the South also won the Trust's Team of the Year in 2022.
We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.
Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We're really proud of our#PennineCarePeopleand do everything we can to make sure we're a great place to work.
Job description
Job responsibilities
To provide efficient general secretarial and administrative assistance to the Unit Manager, Clinical Services Manager, Occupational Therapist and their teams.
Liaising with other members of staff on site, including the maintenance and estates departments, GPs, patients and their relatives, plus other relevant agencies, eg Social Services, Probation, Courts, Prisons, Police Departments, Solicitors etc.
Collect, collate, input and extract data into/from NHS systems as directed by Unit Manager (PARIS, Safer Staffing, SMART, Electronic Staffing Record).
Input data onto Paris system with regards to admissions, discharges, AWOL, home leave, transfers and return to the ward.
Responsible for the safe storage of data and information in accordance with Trust policies ensuring guidelines regarding confidentiality, disclosure of information and Data Protection are observed at all times.
Maintain administrative systems set up to ensure an organised and efficient working environment for staff.
To work as an integral part of the Unit staff team.
Developing and maintaining an efficient and effective filing system as required.
Creation and formatting of documents including databases, folders on the G Drive and daily paperwork, this includes regular housekeeping of documentation used on the unit.
Dealing with telephone enquiries in a diplomatic and sensitive way, following these through with the appropriate member of staff in an appropriate and tactful manner.
Control and maintenance of health records in accordance with the Trusts Records Management Policy and ensuring all are electronically tracked to the current location.
To be responsible for the maintenance and security of all manual and electronic filing
Cooperate fully in the introduction of new technology and new methods of working, as appropriate to the work of Unit Administrator, including self-development, to continuously update knowledge of new trends.
To safeguard, at all times, privacy of information relating to patients and staff alike, ensuring that an efficient, courteous service is offered to all service users and that confidentiality is strictly maintained.
To work as an integral part of the Rehab and High Support Care Hub administration team, providing cover and assistance across the Hub as directed by the Administration Lead/Manager.
To participate in the Rehab and High Support Administration Forum.
To participate in yearly Individual Performance and Development Reviews with related quarterly appraisals, undertaking management supervision and ensuring completion of mandatory training.
To abide by all relevant trust policies and procedures
Any other duties as required by the
Job description
Job responsibilities
To provide efficient general secretarial and administrative assistance to the Unit Manager, Clinical Services Manager, Occupational Therapist and their teams.
Liaising with other members of staff on site, including the maintenance and estates departments, GPs, patients and their relatives, plus other relevant agencies, eg Social Services, Probation, Courts, Prisons, Police Departments, Solicitors etc.
Collect, collate, input and extract data into/from NHS systems as directed by Unit Manager (PARIS, Safer Staffing, SMART, Electronic Staffing Record).
Input data onto Paris system with regards to admissions, discharges, AWOL, home leave, transfers and return to the ward.
Responsible for the safe storage of data and information in accordance with Trust policies ensuring guidelines regarding confidentiality, disclosure of information and Data Protection are observed at all times.
Maintain administrative systems set up to ensure an organised and efficient working environment for staff.
To work as an integral part of the Unit staff team.
Developing and maintaining an efficient and effective filing system as required.
Creation and formatting of documents including databases, folders on the G Drive and daily paperwork, this includes regular housekeeping of documentation used on the unit.
Dealing with telephone enquiries in a diplomatic and sensitive way, following these through with the appropriate member of staff in an appropriate and tactful manner.
Control and maintenance of health records in accordance with the Trusts Records Management Policy and ensuring all are electronically tracked to the current location.
To be responsible for the maintenance and security of all manual and electronic filing
Cooperate fully in the introduction of new technology and new methods of working, as appropriate to the work of Unit Administrator, including self-development, to continuously update knowledge of new trends.
To safeguard, at all times, privacy of information relating to patients and staff alike, ensuring that an efficient, courteous service is offered to all service users and that confidentiality is strictly maintained.
To work as an integral part of the Rehab and High Support Care Hub administration team, providing cover and assistance across the Hub as directed by the Administration Lead/Manager.
To participate in the Rehab and High Support Administration Forum.
To participate in yearly Individual Performance and Development Reviews with related quarterly appraisals, undertaking management supervision and ensuring completion of mandatory training.
To abide by all relevant trust policies and procedures
Any other duties as required by the
Person Specification
Education/Qualifications
Essential
- NVQ 3 or equivalent experience
Desirable
- Typing/word processing qualification
- ECDL or equivalent
Experience
Essential
- Working experience of Microsoft software
Desirable
- Experience of using electronic systems
- Previous NHS experience
Knowledge
Essential
- Office procedures and systems
- Understanding of the importance of maintaining confidentiality of both staff and service users
Skills and Abilities
Essential
- Ability to communicate effectively with all levels of Trust staff and external agencies
- Good keyboard skills
- Ability to prioritise workload effectively
- Good written and verbal communication skills
- Ability to work as a team member and individually
- Conscientious and able to prioritise work to meet deadlines
- Good organisational skills
Desirable
- Working knowledge of Paris
Person Specification
Education/Qualifications
Essential
- NVQ 3 or equivalent experience
Desirable
- Typing/word processing qualification
- ECDL or equivalent
Experience
Essential
- Working experience of Microsoft software
Desirable
- Experience of using electronic systems
- Previous NHS experience
Knowledge
Essential
- Office procedures and systems
- Understanding of the importance of maintaining confidentiality of both staff and service users
Skills and Abilities
Essential
- Ability to communicate effectively with all levels of Trust staff and external agencies
- Good keyboard skills
- Ability to prioritise workload effectively
- Good written and verbal communication skills
- Ability to work as a team member and individually
- Conscientious and able to prioritise work to meet deadlines
- Good organisational skills
Desirable
- Working knowledge of Paris
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).
