Job summary
To provide secretarial and administrative support to the team. To undertake responsibility for the day to day management of the administrative, clerical and secretarial functions. This includes working and acting on own initiative and dealing with potentiallycomplex situations. To consistently deliver a client focussed service, which promotes good customer service and effective working relationships.
Main duties of the job
Applicants should have excellent communication skills, as well as experience of Microsoft Office. Have a pleasant telephone manner and a helpful and flexible attitude is essential, as you will be dealing with patients, carers and personal visitors to the ward as well as telephone calls and enquiries from the general public, patients, relatives and professional/clinical staff.Your main duties will be providing administrative support to the team; liaising with the mental health act office, managing diaries, organising workload, typing minutes of patient reviews and other multidisciplinary meetings. Your role will also include a wide range of administrative duties and you will also be required to provide administrative support to the wards and cover colleagues during periods of leave.
About us
78 Crawley Road is a high dependency rehabilitation unit, based in Horsham, with an innovative design which provides 8 beds and 16 individual recovery flats. The service provides treatment and care for patients with complex needs who may be detained under the Mental Health Act, and employs a full multidisciplinary team.
Job description
Job responsibilities
To work directly with the team, providing a comprehensive and highly efficient secretarial and administrative support service. To be responsible for appointment booking, complex diary management and robust filing systems, adhering to the Trust policies of file management. Deal with telephone enquiries from a broad spectrum of people, including service users and their carers, staff at all levels both from within and outside of the Trust and external agencies, contact with service users, their carers and advocates and relatives. To provide excellent administrative and secretarial support, working to stricttimescales and to a very high standard of accuracy. To provide a personal assistant service to the multidisciplinary team. Organise and arrange service users reviews and make necessary arrangements for meetings and take accurate minutes. To maintain electronic service user records in order that all information is up to date. To be proactive in organising and prioritising workload, managing own time effectively, highlighting problems as they arise. To take minutes as and when necessary. To photocopy and distribute documents both internally and externally as required. To carry out other general office duties. To liaise with GPs, mental health services and other appropriate agencies or individuals with regard to service user issues. To provide cover for other secretarial and administrative staff as appropriate. To support cashier with reimbursement of any appropriate petty cash to service users and team. To organise the ordering of any essential equipment / supplies for the team, as and when necessary.
Job description
Job responsibilities
To work directly with the team, providing a comprehensive and highly efficient secretarial and administrative support service. To be responsible for appointment booking, complex diary management and robust filing systems, adhering to the Trust policies of file management. Deal with telephone enquiries from a broad spectrum of people, including service users and their carers, staff at all levels both from within and outside of the Trust and external agencies, contact with service users, their carers and advocates and relatives. To provide excellent administrative and secretarial support, working to stricttimescales and to a very high standard of accuracy. To provide a personal assistant service to the multidisciplinary team. Organise and arrange service users reviews and make necessary arrangements for meetings and take accurate minutes. To maintain electronic service user records in order that all information is up to date. To be proactive in organising and prioritising workload, managing own time effectively, highlighting problems as they arise. To take minutes as and when necessary. To photocopy and distribute documents both internally and externally as required. To carry out other general office duties. To liaise with GPs, mental health services and other appropriate agencies or individuals with regard to service user issues. To provide cover for other secretarial and administrative staff as appropriate. To support cashier with reimbursement of any appropriate petty cash to service users and team. To organise the ordering of any essential equipment / supplies for the team, as and when necessary.
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
Knowledge/Experience
Essential
- Extensive knowledge of a full range of secretarial procedures
- Knowledge of software programmes / packages
- Previous experience in a similar role
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
Knowledge/Experience
Essential
- Extensive knowledge of a full range of secretarial procedures
- Knowledge of software programmes / packages
- Previous experience in a similar role
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).
