Job summary
The post holder will be responsible for providing administrative support to staff based in multiple locations, as well as working closely with other members of the administration team to ensure a professional, comprehensive and consistent admin service. Often, as the first point of contact for Service Users Carers and external organizations the post holder is responsible for conveying the correct impression for the whole of the Trust.The post requires working autonomously, prioritizing your own workload whilst following established policies and procedures. Familiarity with MOJ, Courts, MAPPA, Solicitor firms, instructing courts to get CVP links, CTR and CPA processes, NHSE Case Manager and arranging Teams meetings is required.
Main duties of the job
Key duties include - supporting the clinicians and other professions with administrative tasks such as scheduling clinics and Service User appointments and meetings. Service User letter writing and minute taking of clinical meetings and maintaining records. The post includes supporting and mentoring of lower banded staff.
About us
Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from theCare Quality Commission.
Our family of over 4,500 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Welcoming. Kind. Positive. Respectful. Professional.
Job description
Job responsibilities
Duties and ResponsibilitiesResponsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology used by the teamTo be highly skilled and experienced in the full range of administrative work practices, software programmes and specialist functional termsTo be familiar with all aspects of diary management, arranging meetings and taking notes as requiredTo use proficient internet skills to access, search and retrieve data relevant to the teamTo use touch typing and audio skills as necessary in daily workTo maintain essential data on EPRTo use knowledge and experience to meet the needs of the team by completing non routine tasksTo update skills as necessary and attend mandatory trainingTo provide mentorship to lower banded roles where appropriateTo provide cover for other administrators in a similar role and to those of a lower band where appropriate
Provide and receive routine information, to inform work colleagues, patients, clients.Provide and receive routine information requiring tact or persuasive skills, considering barriers to understanding. Eg. anxious patients, cultural differences, language or communication difficulties.Dealing with telephone queries, checking clerical, patient information with clerical staff and patients.Communicating routine information verbally and in writing, with patients and staff on, for example discharge, admission, transfer.Provide information to staff from other departments, external contacts.Provide and receive complex or sensitive information.Maintains working relationships with own and other departments.
Job description
Job responsibilities
Duties and ResponsibilitiesResponsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology used by the teamTo be highly skilled and experienced in the full range of administrative work practices, software programmes and specialist functional termsTo be familiar with all aspects of diary management, arranging meetings and taking notes as requiredTo use proficient internet skills to access, search and retrieve data relevant to the teamTo use touch typing and audio skills as necessary in daily workTo maintain essential data on EPRTo use knowledge and experience to meet the needs of the team by completing non routine tasksTo update skills as necessary and attend mandatory trainingTo provide mentorship to lower banded roles where appropriateTo provide cover for other administrators in a similar role and to those of a lower band where appropriate
Provide and receive routine information, to inform work colleagues, patients, clients.Provide and receive routine information requiring tact or persuasive skills, considering barriers to understanding. Eg. anxious patients, cultural differences, language or communication difficulties.Dealing with telephone queries, checking clerical, patient information with clerical staff and patients.Communicating routine information verbally and in writing, with patients and staff on, for example discharge, admission, transfer.Provide information to staff from other departments, external contacts.Provide and receive complex or sensitive information.Maintains working relationships with own and other departments.
Person Specification
Qualifications
Essential
- Educated to Secondary Level with GCSE qualifications or equivalent
- NVQ3/RSA3 or equivalent experience
- Willingness to complete apprenticeship or other appropriate training / qualification pertain to the role
Desirable
- Communications skills / Leadership training
- European Computer Driving Licence or equivalent
Experience
Essential
- Extensive experience of working in an office environment
- Knowledge of secretarial or administrative procedures and systems, some of which are non-routine and non-routine activities such as answering queries, progress chasing, taskrelated problem solving, acquired through experience
- Range of work procedures and practices; base level of theoretical knowledge
- Knowledge and experience to deal with nonroutine issues such as problem solving for an area of work or developing alternative or additional procedure
- Knowledge of specialist functional / medical/legal terms, organisational policies and procedures
Person Specification
Qualifications
Essential
- Educated to Secondary Level with GCSE qualifications or equivalent
- NVQ3/RSA3 or equivalent experience
- Willingness to complete apprenticeship or other appropriate training / qualification pertain to the role
Desirable
- Communications skills / Leadership training
- European Computer Driving Licence or equivalent
Experience
Essential
- Extensive experience of working in an office environment
- Knowledge of secretarial or administrative procedures and systems, some of which are non-routine and non-routine activities such as answering queries, progress chasing, taskrelated problem solving, acquired through experience
- Range of work procedures and practices; base level of theoretical knowledge
- Knowledge and experience to deal with nonroutine issues such as problem solving for an area of work or developing alternative or additional procedure
- Knowledge of specialist functional / medical/legal terms, organisational policies and procedures
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).
