Job summary
This is the perfect opportunity for a dedicated and experienced administrator to join our friendly team based at Alexander House. Our team provides essential compassionate mental health support and care to our older people in the local area and is situated in the beautiful and historical market and spa town of Knaresborough. Alexander House is just a short 10-minute walk to the town centre and has free onsite parking.
As an essential part of the community/memory team, you will be based in the admin office and be supported by our existing welcoming administrators to work closely with the clinical staff in delivering our Trust mission of co-creating a great experience for our patients, carers, and families.
If you are an individual with at least 2 years' experience working in a busy office environment, who is confident in using IT systems as part of your day-to-day work. Someone who thrives in a dynamic busy setting and is keen to join a team striving to make a real difference in your local community then we are looking for you.
This role is 22.5 hours and can be flexible within Monday to Friday 9-5pm core hours.
Main duties of the job
Whilst having previous experience in an administrative role is essential, NHS or other health care experience is desirable but not essential. We are first and foremost looking for a colleague with a passion for helping people who believes in delivering excellent customer service, who has a keen interest in learning and working in a health care setting with a 'can do' attitude.
This role is at the heart of the multi-disciplinary team which means you will work closely with nurses, healthcare support workers, consultants, and management to ensure that they have everything admin wise they need to provide the best possible care to our patients. We are looking for someone who is comfortable multitasking in a busy environment, someone who can communicate confidently, build strong working relationships with a variety of people, who can prioritise their workload and who is genuinely interested in understanding and supporting the challenges that mental health care provides.
Your main duties will be processing referrals to the team, booking essential assessment and treatment appointments, liaising with patients and carers and other stakeholders, typing letters using our Trust systems and maintain accurate, confidential patient records. For more details, please read carefully the job description, to be successful at shortlisting please briefly describe how you match this description citing examples to reinforce your experience.
About us
This position has a starting salary of £22,816 which rises to £24,336 after 2 years and a generous NHS pension scheme. As a member of our NHS Trust, you will receive a fantastic annual leave package (27 days which increases with service, plus bank holidays) and access to extensive staff benefits which includes:
NHS staff discounts in over 200 branded sites/stores.
A TEWV monthly staff prize draw
Car lease scheme
Access to Trust gyms
Option to purchase additional annual leave
Access to staff wellbeing support.
Staff recognition is very important to us; you may be recognised through the Greatix and Star Award schemes. Our Administrators are professionals and are a valuable asset to our organisation. We understand they have a key role in the support and delivery of our services and that their dedication helps us to provide safe and high-quality care for our patients. The kind of care we would want for our loved ones.
Our organisation is on a 'Journey to Change' and as part of this journey, creating a great experience for our staff is one of three big goals. Ultimately, our aim is to be a proactive, responsible and mindful employer, recruiting, retaining and training our people, for the right roles, at the right time.
Job description
Job responsibilities
Our Trust is dedicated to supporting our colleagues in providing an excellent working environment and encourages everyone to share their progressive ideas. All staff have regular 1-2-1 supervisions and an annual appraisal, which provides lots of opportunity for celebration of achievements, and discussions around challenges, and your aspirations.
You will work alongside 2 other team administrators and our senior administrator (medical secretary) to deliver admin support. As a valuable member of the team, you will be invited to attend regular meetings to improve your knowledge and understanding of the services, you will also be required to minute meetings and keep accurate records. If successful, you will be supplied with a job plan and a fully supported induction.
A visit to the team would be most welcome, should you wish to ask any specific questions or request a visit please contact the team manager (details below). This is a rewarding role working in a desirable team, if you feel this is the challenge for you then we very much look forward to receiving your application.
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
Our Trust is dedicated to supporting our colleagues in providing an excellent working environment and encourages everyone to share their progressive ideas. All staff have regular 1-2-1 supervisions and an annual appraisal, which provides lots of opportunity for celebration of achievements, and discussions around challenges, and your aspirations.
You will work alongside 2 other team administrators and our senior administrator (medical secretary) to deliver admin support. As a valuable member of the team, you will be invited to attend regular meetings to improve your knowledge and understanding of the services, you will also be required to minute meetings and keep accurate records. If successful, you will be supplied with a job plan and a fully supported induction.
A visit to the team would be most welcome, should you wish to ask any specific questions or request a visit please contact the team manager (details below). This is a rewarding role working in a desirable team, if you feel this is the challenge for you then we very much look forward to receiving your application.
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
- Level 3 Qualification in relevant field or equivalent experience or willingness to work towards Level 3 qualification in Leadership and Management
- 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) are an essential requirement to be fully competent in the role.
Experience
Essential
- Experience of working in an administrative environment (diary management, filing systems, meeting coordination, minute talking, data input, collating and presenting information)
- Customer Service experience (face to face, answering calls, correspondence).
- Experience of organising completing demands and workloads
- Experience of setting up and maintenance of administrative systems and processes
- Experience of working autonomously and proactively
Knowledge
Essential
- Comprehensive knowledge of Microsoft Office application
- Understanding of data protection and the need for confidentiality and how to maintain this
- Knowledge of office systems and processes
Skills
Essential
- Good interpersonal and communications skills (articulate, meaningful, legible and appropriate to the audience)
- Accurately transcribe data from a variety of sources, including digital dictation software
- Numerate to be able to undertake basic calculations/information
- Follow and work within defined procedures
personal attributes
Essential
- To build rapport, engage and develop positive relationships. Courteous and sensitive to others needs or feelings
- Positive, motivated and enthusiastic
- To take responsibility for self and committed to continual personal development
- Punctual and professional
Person Specification
Qualifications
Essential
- Level 3 Qualification in relevant field or equivalent experience or willingness to work towards Level 3 qualification in Leadership and Management
- 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) are an essential requirement to be fully competent in the role.
Experience
Essential
- Experience of working in an administrative environment (diary management, filing systems, meeting coordination, minute talking, data input, collating and presenting information)
- Customer Service experience (face to face, answering calls, correspondence).
- Experience of organising completing demands and workloads
- Experience of setting up and maintenance of administrative systems and processes
- Experience of working autonomously and proactively
Knowledge
Essential
- Comprehensive knowledge of Microsoft Office application
- Understanding of data protection and the need for confidentiality and how to maintain this
- Knowledge of office systems and processes
Skills
Essential
- Good interpersonal and communications skills (articulate, meaningful, legible and appropriate to the audience)
- Accurately transcribe data from a variety of sources, including digital dictation software
- Numerate to be able to undertake basic calculations/information
- Follow and work within defined procedures
personal attributes
Essential
- To build rapport, engage and develop positive relationships. Courteous and sensitive to others needs or feelings
- Positive, motivated and enthusiastic
- To take responsibility for self and committed to continual personal development
- Punctual and professional
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).
