Job summary
An exciting opportunity (part time - 15 hours) has arisen for a proactive, organised and conscientious administrator to join our busy and dedicated executive team, as Senior Administrator- Personal Assistant to the Associate Medical Director (AMD) and the Lead Psychiatrist. The ideal candidate for this role will be confident and professional in approach, remain calm under pressure, work flexibly when needed and have a clear understanding of the importance of confidentiality.
This post will be based at Foss Park Hospital, which is an acute mental health hospital providing services and delivering care to the population of York and surrounding areas. The facility is situated on the outskirts of York City Centre, just inside the ring road (North), benefits from free on-site parking and is easily accessible by car, bus and bicycle.
The AMD and the Lead Psychiatrist, work as both Consultant Psychiatrists and in operational leadership roles. The clinical elements will continue to be supported by the Senior Administrator- Medical Secretary and the leadership elements will be supported by the Senior Administrator- Personal Assistant. It is therefore crucial that the applicants are able to demonstrate their ability to work in tandem, as a member of a team, and alongside other administrators, clinicians and support staff.
Main duties of the job
Whilst having previous experience in a Secretarial or Personal Assistant role is essential, NHS or other health care experience is not. We are first and foremost looking for individuals with a passion for people, customer service experience, an interest in working in a health care setting and a 'can do' attitude.
In this role you will be a point of contact to and for the Associate Medical Director (AMD) and the Lead Psychiatrist. You will work in tandem with the Medical Secretaries, liaise with colleagues, external partner organisations, senior managers and members of the Board. Confidence and compassion are essential attributes for this role, as are demonstrating positivity and patience to those around you.
We are looking for someone who is comfortable multi-tasking in a busy environment, someone who can communicate confidently, build strong working relationships with a variety of people, can prioritise their workload and work to deadlines.
Your duties will include, but will not be limited to the following: day-to-day planning and management of the diary/calendar, answering/making telephone calls, monitoring and responding to emails, preparation for meetings, editing documentation, taking and producing minutes. Please refer to the attached job description for a complete picture.
About us
With a starting salary of £25,147 per annum (pro rata), a generous NHS pension scheme, a fantastic annual leave package (27 days annual leave plus bank holidays) and access to other NHS staff benefits and discounts, it is fair to say that this job has a lot to offer. And, it's not just the NHS pay scale and benefits that we offer that make joining our organisation an excellent choice, there are many training and development opportunities available, giving you the opportunity for career progression.
All staff have regular 1-2-1s, quarterly supervision meetings and an annual appraisal, which provides lots of opportunity for discussion around achievements, challenges and aspirations.
Staff recognition is very important to us; we work closely with colleagues from across the Trust to support development, the staff voice, and to recognise teams and individuals through our Greatix and Star Award schemes; highlighting the outstanding work being done every day.
We recognise that Administrators are professionals and are a valuable asset to our organisation. We understand that they have a key role in the support and delivery of our services and that their contribution helps us in achieving our aim of consistently providing safe and high quality care for our service users. The kind of care we would want for ourselves and for our loved ones.
Job description
Job responsibilities
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.
Job description
Job responsibilities
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.
Person Specification
Qualifications
Essential
- BTEC Diploma/Level 3 Diploma in Leadership and Management OR equivalent (i.e. NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Level 5 in Leadership and Management within an agreed timescale
- IT Qualification (i.e. ECDL Qualification, RSA, NVQ in Business Administration) OR equivalent knowledge gained through relevant work experience.
- Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above) / New GCSE in Maths and English (Grade 4 to 9)
Experience
Essential
- Implementing and maintaining systems and processes within an administration team
- Leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service
- Significant experience of working in an administrative environment including digital audio typing, Microsoft Office applications, diary management, filing systems, collating and presenting information
- Co-ordinating meetings and associated duties
- Extracting data and report preparation
- Participation in service and quality improvement initiatives
- Advanced typing skills and inputting data accurately and efficiency
Knowledge
Essential
- Understanding of data protection and service user / staff confidentiality in line with defined procedures and guidelines
- A sound understanding of quality improvement initiatives
- Organising and completing demands and workloads meeting deadlines using delegation where necessary
- Problem solving for an area of work or developing alternative or additional procedures
Knowledge/Skills/Experience
Essential
- Adaptable approach to communication, professional with all staff, carers and service users
- Negotiating and influencing skills
- Accurately transcribe data from a variety of sources, including digital dictation software
- Flexible approach to working with the ability to use own initiative within role, using discretion when making decisions
- Ability to work autonomously and proactively and be accessible to team to support workload
- Human resources policies and procedures
- To be able to critically analysis, appraise and problem solve
- Maintain concentration and attention to detail whilst also dealing effectively with interruptions
Personal Attributes
Essential
- To build rapport, engage and develop positive relationships. Courteous and sensitive to others needs or feelings
- Positive, motivated and the ability to be calm under pressure
- Punctual and professional attitude and lead by example
- Flexible approach to supporting colleagues and the service which may involve travelling to various locations and shift patterns
- To take responsibility for self and committed to continual personal development, being able to accept and respond positively to feedback
- Able to work in accordance with the Staff Compact and Trust Values and Behaviours. Promoting a positive image of the Service
- Committed to promoting a positive image of people with mental health conditions and/or learning disabilities
- Ability to deal with distressing or emotional circumstances and to support team members with signposting to additional services if necessary
Person Specification
Qualifications
Essential
- BTEC Diploma/Level 3 Diploma in Leadership and Management OR equivalent (i.e. NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Level 5 in Leadership and Management within an agreed timescale
- IT Qualification (i.e. ECDL Qualification, RSA, NVQ in Business Administration) OR equivalent knowledge gained through relevant work experience.
- Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above) / New GCSE in Maths and English (Grade 4 to 9)
Experience
Essential
- Implementing and maintaining systems and processes within an administration team
- Leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service
- Significant experience of working in an administrative environment including digital audio typing, Microsoft Office applications, diary management, filing systems, collating and presenting information
- Co-ordinating meetings and associated duties
- Extracting data and report preparation
- Participation in service and quality improvement initiatives
- Advanced typing skills and inputting data accurately and efficiency
Knowledge
Essential
- Understanding of data protection and service user / staff confidentiality in line with defined procedures and guidelines
- A sound understanding of quality improvement initiatives
- Organising and completing demands and workloads meeting deadlines using delegation where necessary
- Problem solving for an area of work or developing alternative or additional procedures
Knowledge/Skills/Experience
Essential
- Adaptable approach to communication, professional with all staff, carers and service users
- Negotiating and influencing skills
- Accurately transcribe data from a variety of sources, including digital dictation software
- Flexible approach to working with the ability to use own initiative within role, using discretion when making decisions
- Ability to work autonomously and proactively and be accessible to team to support workload
- Human resources policies and procedures
- To be able to critically analysis, appraise and problem solve
- Maintain concentration and attention to detail whilst also dealing effectively with interruptions
Personal Attributes
Essential
- To build rapport, engage and develop positive relationships. Courteous and sensitive to others needs or feelings
- Positive, motivated and the ability to be calm under pressure
- Punctual and professional attitude and lead by example
- Flexible approach to supporting colleagues and the service which may involve travelling to various locations and shift patterns
- To take responsibility for self and committed to continual personal development, being able to accept and respond positively to feedback
- Able to work in accordance with the Staff Compact and Trust Values and Behaviours. Promoting a positive image of the Service
- Committed to promoting a positive image of people with mental health conditions and/or learning disabilities
- Ability to deal with distressing or emotional circumstances and to support team members with signposting to additional services if necessary
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
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).
