Job summary
We are hoping to find a fantastic, friendly, efficient administrator for the Talking Therapies Team in Watford.
So, who are we? We are a community-based therapy service in the NHS, in the primary care sector. This means that we provide therapy to people experiencing mild and moderate anxiety and depression. We have a very large client base, and a very large team of therapists.
We are hoping to find a person who can work in our administrators' office in central Watford, preferably full time between Monday and Friday, handling inquiries, calls, emails and arrivals in person.
You will have a range of organisational and administrative tasks, and be a vital communications link between professionals, public, and clients.
We are hoping to find someone who is professional, responsible, responsive, and can represents our Trust values, so able even under pressure to be Welcoming, Kind, Positive, Respectful and Professional.
You will need to understand the importance of managing communications swiftly, courteously, on time and to the right people who need to know.
Main duties of the job
Specific processes will be taught, but you will need to be able to understand and follow these proficiently in order to ensure that client issues are responsibly handled. You will be supported by a large team of clinical and managerial professionals. On a day to day and moment to moment basis though, you will need to be able to work independently and proactively. Our admin team consists of 4 people all with specific roles and responsibilities, and you may be required to cover at times of leave.
Our clients and staff are an appreciative group, and your interactions with them to assist them in sorting out their concerns and questions about a variety of client related needs will be a rewarding experience. You will support people to navigate their care, get the service they are looking for and that we are aiming to provide. Talking to people who are often confused, sometimes distressed, and helping them calmly and succinctly with the information they need, in a kind manner will allow you to promote your professionalism and that of the service. You will need to be able to implement a consistent approach, following processes and pathways in a warm and person-centred manner to be able to convey that care to concerned clients and colleagues.
Other skills needed:
Good skills with Microsoft Office 365 especially Word, Excel, Outlook and Teams. The ability to work under pressure and multitask.
A minimum of a year's secretarial / administrative / reception based experience.
About us
Hertfordshire Partnership University NHS Foundation Trust (HPFT) is an outstanding organisation with ambitions to match. We are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from the Care Quality Commission, and our aim is to be the leading provider of mental health and specialist learning disability services in the country.
Our family of over 3500 members of staff provide health and social care for over 400,000 people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, and Norfolk, delivering these services within the community and several inpatient settings. We also deliver a range of nationally commissioned specialist services including Tier 4 services for children and young people, perinatal services, plus medium and low secure learning disabilities services.
The care we provide makes a fantastic difference to the lives of our service users, their families and carers - everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Our Trust values are:
Welcoming. Kind. Positive. Respectful. Professional.
These values are at the core of who we are, everything we do, and how we do it!
Would you like to be part of the HPFT family? Would you like work with us to ensure our service users live the fullest lives possible they can? Would you like to be supported in your career to be the best that you can be?
Then please read on...
Job description
Job responsibilities
For further information please see the attached documents for job description and person specification.
Job description
Job responsibilities
For further information please see the attached documents for job description and person specification.
Person Specification
KNOWLEDGE, TRAINING AND EXPERIENCE
Essential
- Advanced keyboard skills
- Trained [Pitman] and experienced at intermediate level in a range of software packages; Word, Excel PowerPoint
- Good working knowledge of email and internet
- Good standard of English
- Numerate
- At least 2/3 years' experience in a secretarial environment
Desirable
- RSA III/NVQ 3 or equivalent
- ECDL qualification
- Experience in a mental health environment or NHS
- Knowledge of terms used by Mental Health in their day to day working
AREAS OF KNOWLEDGE AND EXPERIENCE
Essential
- Evidence of the ability to organise and plan complex events, such as training sessions and the therapy groups
- The ability to organise and prioritise own workload within any specified guidelines where guidance is not readily available, but at set intervals
- Proficient in diary management co-ordinating appointments to ensure best use of Managers' time
- Experience of transcribing formal minutes of meetings
- Independent/lone working and team working skills
- Experience of adapting to change and managing work in a changing environment
- Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work
Desirable
- Experience of supervising and training others
COMMUNICATION SKILLS
Essential
- Excellent verbal and written communication and presentation skills in person, on telephone, fax or email
- To be experienced in dealing with people in distress in a calm and confident manner, using de-escalation skills where appropriate
- To have proven skills and experience establishing effective working relationships with Managers and colleagues
ANALYTICAL SKILL
Essential
- Problem solving, decision making and analytical skills
- Responsibility of maintaining accurate records of all referrals and patient details, discharging patients and notifying all professionals and agencies involved.
Person Specification
KNOWLEDGE, TRAINING AND EXPERIENCE
Essential
- Advanced keyboard skills
- Trained [Pitman] and experienced at intermediate level in a range of software packages; Word, Excel PowerPoint
- Good working knowledge of email and internet
- Good standard of English
- Numerate
- At least 2/3 years' experience in a secretarial environment
Desirable
- RSA III/NVQ 3 or equivalent
- ECDL qualification
- Experience in a mental health environment or NHS
- Knowledge of terms used by Mental Health in their day to day working
AREAS OF KNOWLEDGE AND EXPERIENCE
Essential
- Evidence of the ability to organise and plan complex events, such as training sessions and the therapy groups
- The ability to organise and prioritise own workload within any specified guidelines where guidance is not readily available, but at set intervals
- Proficient in diary management co-ordinating appointments to ensure best use of Managers' time
- Experience of transcribing formal minutes of meetings
- Independent/lone working and team working skills
- Experience of adapting to change and managing work in a changing environment
- Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work
Desirable
- Experience of supervising and training others
COMMUNICATION SKILLS
Essential
- Excellent verbal and written communication and presentation skills in person, on telephone, fax or email
- To be experienced in dealing with people in distress in a calm and confident manner, using de-escalation skills where appropriate
- To have proven skills and experience establishing effective working relationships with Managers and colleagues
ANALYTICAL SKILL
Essential
- Problem solving, decision making and analytical skills
- Responsibility of maintaining accurate records of all referrals and patient details, discharging patients and notifying all professionals and agencies involved.
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).
