Job summary
Our preferred candidate will have an administrative background, with a great eye for detail and experience of using all Microsoft Office packages. The right colleagues will need to have excellent organisational, time management and communication skills, with experience of speaking to people at all levels of an organisation.
Experience of working within a fast paced, process driven environment would be advantageous, but equally, if you think you have the right skill set and are motivated, we are happy to train and support the right colleagues to become a part of this unique Team.
The Service is in high demand and we are looking for colleagues who want some variety in their work, some responsibility, quick action and thrive on accuracy. The last year has seen an unprecedented level of referrals, the right colleague will grow with the Team to continually adapt and develop our service in order to meet this demand and help us to deliver the best service.
Other benefits include;o competitive pension schemeo excellent annual leave allowanceo flexible working (where possible)o commitment to staff health and wellbeingo continued commitment to your career developmento currently free car parking
Want to chat before you apply?Please contact:Trish Burkes, Outcome & Performance Manager, trish.burkes@ghc.nhs.uk orNichola Finan, Lead Administrator, nichola.finan@ghc.nhs.ukYou are very welcome to visit us.
Main duties of the job
- The Team Administrator will work as part of a multi-disciplinary team (MDT) supporting the effective administration of the young person's pathway through the service from referral to treatment.
- This will help to provide an efficient, comprehensive clerical and administration service
- To understand the referral to treatment pathways.
- To be able to take appropriate actions where pathways are incomplete to ensure that children and young people receive the treatment and interventions necessary
- To adopt a constantly flexible team working approach to ensure that all individual and team objectives are completed efficiently and within given timescales
- To be able to plan and have responsibility for own work by developing an understanding the flow of work/priorities through the service
The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.
About us
We have in excess of 5000 staff working over 50 sites, providing a diverse range of services. We strive to support an organisational culture that is welcoming, builds and celebrates inclusivity and diversity and provides a sense of belonging and trust.
The annual NHS Staff Survey gives our people the opportunity to tell us about their experience working at the Trust. For the 2023 survey just over 2800 colleagues gave us their views (58.5%). It was great to see from the results that colleagues are saying that:
- 89.7% believe they are making a positive difference to patients/service users;
- 73.3% would recommend the organisation as a place to work;
- 82.4% agree that care of patients and service users is the organisations priority;
- 76.7% would be happy with the standard of care for a friend or relative
Our results put us as 5th nationally as a Community, Mental Health and Learning Disabilities NHS Employer of Choice and 1st equal amongst all NHS Provider Trusts in the South West. However, we know we have more to do and will continue to drive forward our commitment to making GHC a Great Place to Work.
Job description
Job responsibilities
To provide efficient and effective administrative support to the multi-disciplinary team. Provide general administrative support including answering telephone calls, setting up meetings, diary management, filing, scanning, data input, occasional reception cover and photocopying as required. To develop a thorough understanding of the service and processes used including referral and treatment pathways and links with other childrens services. Support with identification and escalation of issues which compromise delivery of the agreed pathways and timeframes i.e. capacity issues. Efficiently use clinical systems e.g. Rio and other databases/systems to record and track the patients treatment pathway including, clinic appointments and outcomes. Ensure effective validation of data by monitoring and updating. Confident to escalate issues, such as errors with reports where needed To ensure that all written communication is professionally presented, accurate, well-constructed and formatted in line with Trust guidelines.
Acknowledge and respond to queries via telephone, email and in person providing a high standard of customer care, ensuring that enquiries are responded to professionally and relayed accurately and in a timely manner to relevant persons.
Continue to build a rapport and develop key relationships with both internal and external stakeholders. To use own initiative in prioritising workload to ensure deadlines are met. When appropriate, to propose changes to working practices to maximise efficient/effectiveness of role.
To adopt a flexible and supportive role within the administration team by assisting with workload in the absence of colleagues to maintain a robust and quality service.
To act in ways that support equality and value diversity. Treat everyone with whom you come into contact, with dignity and respect & recognise and report behaviour that undermines equality and diversity
Undertake other tasks and support functions as requested by Lead Administrator
Project the Trust values by demonstrating excellent customer care and professionalism in all activities
Work within guidance of the Trusts policies and procedures.
Job description
Job responsibilities
To provide efficient and effective administrative support to the multi-disciplinary team. Provide general administrative support including answering telephone calls, setting up meetings, diary management, filing, scanning, data input, occasional reception cover and photocopying as required. To develop a thorough understanding of the service and processes used including referral and treatment pathways and links with other childrens services. Support with identification and escalation of issues which compromise delivery of the agreed pathways and timeframes i.e. capacity issues. Efficiently use clinical systems e.g. Rio and other databases/systems to record and track the patients treatment pathway including, clinic appointments and outcomes. Ensure effective validation of data by monitoring and updating. Confident to escalate issues, such as errors with reports where needed To ensure that all written communication is professionally presented, accurate, well-constructed and formatted in line with Trust guidelines.
Acknowledge and respond to queries via telephone, email and in person providing a high standard of customer care, ensuring that enquiries are responded to professionally and relayed accurately and in a timely manner to relevant persons.
Continue to build a rapport and develop key relationships with both internal and external stakeholders. To use own initiative in prioritising workload to ensure deadlines are met. When appropriate, to propose changes to working practices to maximise efficient/effectiveness of role.
To adopt a flexible and supportive role within the administration team by assisting with workload in the absence of colleagues to maintain a robust and quality service.
To act in ways that support equality and value diversity. Treat everyone with whom you come into contact, with dignity and respect & recognise and report behaviour that undermines equality and diversity
Undertake other tasks and support functions as requested by Lead Administrator
Project the Trust values by demonstrating excellent customer care and professionalism in all activities
Work within guidance of the Trusts policies and procedures.
Person Specification
Essential
Essential
- GCSEs or equivalent Grade C and above or equivalent in literacy and numeracy
- Experience of general office routine and filing systems
Desirable
- RSA Typing Level 2 or equivalent.
- Setting up and running effective office systems including Excel spreadsheets.
Essential
Essential
- GCSEs or equivalent Grade C and above or equivalent in literacy and numeracy
- Experience and knowledge of administrative tasks, processes and evidence of using these in a busy workplace including experience of working in a process driven environment
Desirable
- IT experience (EDCL or equivalent)
- NVQ level 2 in administration or an appropriate equivalent qualification or experience.
Person Specification
Essential
Essential
- GCSEs or equivalent Grade C and above or equivalent in literacy and numeracy
- Experience of general office routine and filing systems
Desirable
- RSA Typing Level 2 or equivalent.
- Setting up and running effective office systems including Excel spreadsheets.
Essential
Essential
- GCSEs or equivalent Grade C and above or equivalent in literacy and numeracy
- Experience and knowledge of administrative tasks, processes and evidence of using these in a busy workplace including experience of working in a process driven environment
Desirable
- IT experience (EDCL or equivalent)
- NVQ level 2 in administration or an appropriate equivalent qualification or experience.
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).
