Southern Health NHS Foundation Trust

Administration Professional Lead and Coordinator

This job is now closed

Job summary

We are seeking to recruit to an enthusiastic and highly motivated individual with extensive administration or secretarial experienced to join Hampshire CAMHS as Administration Professional Lead and Co-Ordinator Band 5.

This is an exciting opportunity for the successful candidate to lead on specific project co-ordination across the service; ensure efficient and effective management of the administration processes and systems providing leadership and support to administration and clerical staff; Supporting the General Managers to deliver our service vision and Trust objectives; Support development and change initiatives to achieve continuous service delivery in collaboration with the clinical and management teams; procurement and finance; and providing senior administration support for community and specialist CAMHS teams.

Whilst expected to work independently and with autonomy, the post holder will benefit from support provided by the Head of Service and General Managers for Community CAMHS and CAMHS Acute and Specialist Services.

Main duties of the job

Manage and lead the administrative and clerical staff.

Provide supervision and appraisals and oversee mandatory training, ensuring compliance with Trust targets

Identify any training needs and assist with implementing and delivering training as required.

Monitor performance and sickness absence and take appropriate action when necessary.

Work cohesively and collaboratively to ensure that the service is managed efficiently and effectively for the benefit of service users and staff.

Work with the General Managers and clinical teams to support service improvement initiatives which help streamline processes to improve the quality of care and service provision, taking the lead for various projects as required.

Represent the administration team within staff meetings and meetings with other services, teams and departments as appropriate.

Assist staff with resolution of payroll queries

Contribute towards the recruitment and retention of administration and clerical staff within service

Work without direct supervision, liaising and communicating with various disciplines as appropriate.

About us

Southern Health is one of the largest NHS Foundation Trusts in the UK, specialising in mental health and learning disabilities, as well as offering physical health community-based services.

With a workforce of more than 7000 and a footprint that spans more than 200 sites across Hampshire, we're wholeheartedly committed to providing the best possible healthcare, reaching a range of diverse communities, whilst placing patients and staff at the forefront of all our endeavours.

We are currently working closely with other NHS Trusts to integrate all our collective community, mental health, and learning disability services. Our new organisation, to be known as Hampshire and Isle of Wight NHS Foundation Trust, is set to launch in July 2024.

The transformation will happen in staggered stages; Hampshire CAMHS, part of Sussex Partnership NHS Foundation Trust joined Southern Health in February 2024, with Isle of Wight NHS Trust mental health and community services transitioning in early May 2024. The final combination of Southern Health and Solent Trusts is anticipated to occur in July 2024, when the new organisation will be formed.

Our new Trust will continue to cater to the unique needs of different communities, making healthcare across the county more accessible, as well as offering staff more opportunities for career development, training and partnership working.

Join us as we embark on this exciting journey to shape the future of healthcare in Hampshire.

Date posted

04 July 2024

Pay scheme

Agenda for change

Band

Band 5

Salary

£28,407 to £34,581 a year

Contract

Permanent

Working pattern

Full-time

Reference number

348-SS-4896

Job locations

Advertiser House

24-32 London Street

Andover

Hampshire

SP10 2PE

Ashurst Child & Family Centre

Lyndhurst Road, Ashurst

Southampton

Hampshire

SO40 7AR

Bramblys Grange Health Centre

Bramblys Drive

Basingstoke

Hampshire

RG21 8UN

Oak Park Community Base

50 Leigh Road

Havant

Hampshire

PO9 2BF

Omega House

112 Southampton Road

Eastleigh

Hampshire

SO50 5PB

Job description

Job responsibilities

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

Job description

Job responsibilities

Person Specification

Qualifications

Essential

NVQ 3 in Business & Administration or evidence of equivalent practical experience
RSA 3 or equivalent experience and evidence of further practical experience
Good standard of secondary education; GCSE at Grade C or above

Desirable

European Computer Driving License Certificate

Experience

Essential

Extensive experience of a range of secretarial procedures
Extensive experience of working as an administrator or secretary
Experience of office and resource management
Experience of supervising others
Experience of producing documents to a high standard of presentation with good accuracy
Experience of maintaining office systems
Experience of working as part of a team

Desirable

Audio typing
Experience of maintaining detailed database and spreadsheet information
Experience of working within the NHS
Knowledge of medical, psychological and/or mental health terminology
Lived experience of mental health issues

Additional Criteria

Essential

Communication/Relationship skills
Ability to deal sensitively with staff and professionals in person, by email and on the telephone.
Excellent communication and interpersonal skills, and ability to create and maintain effective working relationships
Analytical & Judgement skills
Awareness of the importance of confidentiality and ability to work within appropriate boundaries.
Ability to use good judgement skills when dealing with enquiries and problems.
Planning & Organisational skills
Ability to be able to plan workload, manage diaries, organise appointments, planning workload associated with key meeting dates.
Planning, organising, and facilitating meetings and minute taking.
Ability to work on own initiative and prioritise own workload.
Ability to work to tight deadlines and deal with conflicting demands.
IT Skills
Ability to learn and utilise new IT systems
Ability to use initiative and make decisions
Ability to work under pressure and take responsibility,
Flexible approach and willing to work as part of a team and assist colleagues.
Approach/Values
Demonstrate support for the values and beliefs of the Care Group and those of the Trust.
Demonstrate an understanding of the practices of Human Rights in the delivery of this role.
Commitment to providing a quality service within a team.
Ability to travel across sites.
Punctual and flexible across hours of work when required.

Person Specification

Qualifications

Essential

NVQ 3 in Business & Administration or evidence of equivalent practical experience
RSA 3 or equivalent experience and evidence of further practical experience
Good standard of secondary education; GCSE at Grade C or above

Desirable

European Computer Driving License Certificate

Experience

Essential

Extensive experience of a range of secretarial procedures
Extensive experience of working as an administrator or secretary
Experience of office and resource management
Experience of supervising others
Experience of producing documents to a high standard of presentation with good accuracy
Experience of maintaining office systems
Experience of working as part of a team

Desirable

Audio typing
Experience of maintaining detailed database and spreadsheet information
Experience of working within the NHS
Knowledge of medical, psychological and/or mental health terminology
Lived experience of mental health issues

Additional Criteria

Essential

Communication/Relationship skills
Ability to deal sensitively with staff and professionals in person, by email and on the telephone.
Excellent communication and interpersonal skills, and ability to create and maintain effective working relationships
Analytical & Judgement skills
Awareness of the importance of confidentiality and ability to work within appropriate boundaries.
Ability to use good judgement skills when dealing with enquiries and problems.
Planning & Organisational skills
Ability to be able to plan workload, manage diaries, organise appointments, planning workload associated with key meeting dates.
Planning, organising, and facilitating meetings and minute taking.
Ability to work on own initiative and prioritise own workload.
Ability to work to tight deadlines and deal with conflicting demands.
IT Skills
Ability to learn and utilise new IT systems
Ability to use initiative and make decisions
Ability to work under pressure and take responsibility,
Flexible approach and willing to work as part of a team and assist colleagues.
Approach/Values
Demonstrate support for the values and beliefs of the Care Group and those of the Trust.
Demonstrate an understanding of the practices of Human Rights in the delivery of this role.
Commitment to providing a quality service within a team.
Ability to travel across sites.
Punctual and flexible across hours of work when required.

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.

Employer details

Employer name

Southern Health NHS Foundation Trust

Address

Advertiser House

24-32 London Street

Andover

Hampshire

SP10 2PE

Employer's website

https://www.southernhealth.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Southern Health NHS Foundation Trust

Address

Advertiser House

24-32 London Street

Andover

Hampshire

SP10 2PE

Employer's website

https://www.southernhealth.nhs.uk/ (Opens in a new tab)