Job summary
This post is open to internal applicants only
12 months fixed term contract
You will provide admin and data collection support to the Mental Health, LD and Urgent Care Directorate supporting Deputy Directors and Managers. Your base will be Wotton Lawn Hospital, although this is flexible and you will be visiting most mental health sites to work with Managers.
Youwill be expected to efficiently manage your own workload and prioritise work to meet deadlines. You willproject the professional image of the business through demonstrating excellent customer care in all activities.
The post involves working to short deadlines and multi-tasking on a regular basis, so a flexible approach is essential. You must be comfortable working in a dynamic and changing environment, have excellent communication skills and the ability to work as part of the administrative team.
You must possess excellent organisational and interpersonal skills, and have relevant recent administrator / data collection experience at a high level. You will be qualified to GCSE level, have a good understanding of MS Office. An administrative/secretarial qualification at level 3 would be desirable.
If you are an individual with strong organisational and teamwork skills, and have the ability to maintain a calm, positive and flexible approach to your work, we would welcome your application. In return we offer regular supervision, appraisals and a commitment to support staff in their continuous development.
Main duties of the job
To collect, collate and create data reports in various formats for the Trust senior managers.
To work within various IT systems and provide clerical and administration support to senior managers as required.
The post holder will work under indirect supervision and will directly contribute to and Co-ordinate the efficient running of the service.
To project the professional image of the trust through demonstrating excellent customer care in all activities
To adopt a constantly flexible approach to ensure that all individual and team objectives are completed efficiently and within given timescale
To maintain confidentiality at all times
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 exclusivity 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
Use of Trust IT systems and collating reports often to tight deadlines and turnarounds.
To be confident in communicating with managers at all levels of the Trust.
Meet clients, relatives and visitors in a friendly and courteous manner, assisting them with enquiries and directing or escorting them to their destination as required
To deal competently and discreetly with queries either face to face or via the telephone using appropriate protocols. Having a helpful and professional approach and show exceptional patient care at all times
Use Trust systems to input and look up electronic data as required and have a good understanding of RIO pathways and admin responsibilities in accordance with Trust policy
Ordering, storing and managing of stationery as and when required
Recording messages as appropriate
To use Microsoft Office packages to produce reports
Photocopying, scanning, printing when required
Arrange staff and patient meetings and appointments as necessary
To ensure that all communication is professionally presented, accurate, well-constructed and formatted in line with Trust guideline
To exercise own initiative and judgement in prioritising workload to ensure deadlines are met.
Co-operate in the introduction of new technology and new working practices to ensure the smooth running of the department
To maintain a well-managed electronic filing system to ensure ease of access and retrieval, in line with Trust protocols
Ensure all confidential paperwork is filed or shredded promptly and securely
To be flexible in travelling / working between all Trusts sites, as and when required
To undertake any other administrative duties as and when required
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
Job description
Job responsibilities
Use of Trust IT systems and collating reports often to tight deadlines and turnarounds.
To be confident in communicating with managers at all levels of the Trust.
Meet clients, relatives and visitors in a friendly and courteous manner, assisting them with enquiries and directing or escorting them to their destination as required
To deal competently and discreetly with queries either face to face or via the telephone using appropriate protocols. Having a helpful and professional approach and show exceptional patient care at all times
Use Trust systems to input and look up electronic data as required and have a good understanding of RIO pathways and admin responsibilities in accordance with Trust policy
Ordering, storing and managing of stationery as and when required
Recording messages as appropriate
To use Microsoft Office packages to produce reports
Photocopying, scanning, printing when required
Arrange staff and patient meetings and appointments as necessary
To ensure that all communication is professionally presented, accurate, well-constructed and formatted in line with Trust guideline
To exercise own initiative and judgement in prioritising workload to ensure deadlines are met.
Co-operate in the introduction of new technology and new working practices to ensure the smooth running of the department
To maintain a well-managed electronic filing system to ensure ease of access and retrieval, in line with Trust protocols
Ensure all confidential paperwork is filed or shredded promptly and securely
To be flexible in travelling / working between all Trusts sites, as and when required
To undertake any other administrative duties as and when required
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
Person Specification
Essential / Desirable Criteria
Essential
- GCSE level grade C education or equivalent
- NVQ Level 2 in administration or equivalent experience
- Proven experience of unsupervised administrative work in a busy office environment
Desirable
- Experience in information analysis and provision of statistical reports
- Previous experience of working within the NHS
Essential / Desirable Criteria
Essential
- Previous experience of using software packages such as Microsoft Office i.e. Word, Excel, PowerPoint, Outlook
Desirable
- Previous experience of working within mental health
Person Specification
Essential / Desirable Criteria
Essential
- GCSE level grade C education or equivalent
- NVQ Level 2 in administration or equivalent experience
- Proven experience of unsupervised administrative work in a busy office environment
Desirable
- Experience in information analysis and provision of statistical reports
- Previous experience of working within the NHS
Essential / Desirable Criteria
Essential
- Previous experience of using software packages such as Microsoft Office i.e. Word, Excel, PowerPoint, Outlook
Desirable
- Previous experience of working within mental health
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.
