Job summary
The Young Minds Matters Service (YMM) is looking for an experienced Administrator to join and support our high performing team. This role provides an excellent opportunity for someone looking to develop skills in first line supervisory management. The post holder will work closely alongside various teams to support the operational delivery of an effective and efficient administration service.
We are looking for a dynamic and enthusiastic team player with a proven track record of working in a busy administrative environment. You should have excellent written and verbal communication skills, as well as excellent organizational skills. Experience in dealing with confidential information, managing premises, using IT and procurement systems, and supporting the implementation of new systems and processes is essential. The role will also involve some delegated line management responsibility for administration staff, including supervision and appraisal.
If you enjoy working under your own initiative, have a flexible approach to work and welcome the challenge of being part of a management team within a busy mental health administrative environment, we would like to hear from you.
Main duties of the job
To have supervisory responsibility for and offer leadership to the band 3 Administrators
To contribute to the service by demonstrating high level administrative skills which allow the senior management team to focus on clinical and operational responsibilities.
Ensure that there are effective administrative systems and procedures in place, identify areas for increased efficiency and make and implement recommendations for improvements.
Contribute ideas and suggestions to improve the effectiveness and image of the service by active participation in team meetings and in discussions with colleagues and manager.
To support with all processes, including referrals, ensuring documentation is uploaded and available for allocation meetings.
Support management meetings, create terms of reference in conjunction with meeting Chair, collate and disseminate information, take minutes recording actions and timescales.
Provide secretarial support to members of the team utilising a high level of IT skills to produce quality documentation to support the work of the team using the appropriate Microsoft software.
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 respond to email, telephone and written enquiries using a high level of initiative and responding in a confidential and sensitive way taking appropriate action.
- Open, record, date stamp and effectively manage and distribute all incoming and outgoing post in order to ensure effective communications for the department.
- Support the team with procurement by using an online based system to procure goods and services and manage teams petty cash.
- Support with the planning and arranging of service wide team meetings, away days and training events.
- Organise and facilitate meetings / training events etc through the creation and distribution of agendas and papers, arranging dates, venues, and refreshments if required, including minute-taking.
- Effective use of the Trusts Patient Information System (RIO), with robust updating and recording of accurate data. Good understanding of RiO pathways and admin responsibilities, ensuring effective/timely delegation of tasks.
- Adhere to all Trust policies, paying particular regard to the Information Governance and Data Protection Policies.
- Pro-actively manages completion of statutory & mandatory training and appraisals to ensure 100% compliance.
- Act in ways that; support equality and value diversity. Treat everyone with whom you come into contact, with dignity and respect, and recognise and report behaviour that undermines equality and diversity.
Job description
Job responsibilities
- To respond to email, telephone and written enquiries using a high level of initiative and responding in a confidential and sensitive way taking appropriate action.
- Open, record, date stamp and effectively manage and distribute all incoming and outgoing post in order to ensure effective communications for the department.
- Support the team with procurement by using an online based system to procure goods and services and manage teams petty cash.
- Support with the planning and arranging of service wide team meetings, away days and training events.
- Organise and facilitate meetings / training events etc through the creation and distribution of agendas and papers, arranging dates, venues, and refreshments if required, including minute-taking.
- Effective use of the Trusts Patient Information System (RIO), with robust updating and recording of accurate data. Good understanding of RiO pathways and admin responsibilities, ensuring effective/timely delegation of tasks.
- Adhere to all Trust policies, paying particular regard to the Information Governance and Data Protection Policies.
- Pro-actively manages completion of statutory & mandatory training and appraisals to ensure 100% compliance.
- Act in ways that; support equality and value diversity. Treat everyone with whom you come into contact, with dignity and respect, and recognise and report behaviour that undermines equality and diversity.
Person Specification
Qualifications
Essential
- NVQ Level 3 Administration / RSA Level 3 or equivalent experience
- European Computer Driving Licence (ECDL) or equivalent
Desirable
- Shorthand qualification
- Audio typing qualification
Experience
Essential
- Significant experience of working in an administration role
- Experience of managing others
Skills
Essential
- Ability to problem-solve and prioritise in order to meet deadlines.
- Willingness to support small-scale projects if required
- Ability to work autonomously and as part of a team
Person Specification
Qualifications
Essential
- NVQ Level 3 Administration / RSA Level 3 or equivalent experience
- European Computer Driving Licence (ECDL) or equivalent
Desirable
- Shorthand qualification
- Audio typing qualification
Experience
Essential
- Significant experience of working in an administration role
- Experience of managing others
Skills
Essential
- Ability to problem-solve and prioritise in order to meet deadlines.
- Willingness to support small-scale projects if required
- Ability to work autonomously and as part of a team
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).
