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 an effective reception and admin service. As the first point of contact for visitors to the site/building the post holder is responsible for conveying the correct impression for the whole of the Trust.
Key duties may include: greeting visitors, answering and redirecting phone calls, processing incoming and outgoing mail, booking rooms, preparing rooms for meetings and carrying out various admin tasks such as photocopying, scanning and archiving documents. Handling queries and maintaining data / information systems, completing typing tasks, including on occasion taking formal meeting minutes, chasing actions and outcomes.
In addition, the role may also involve ensuring safety systems are in place, acting as a Fire Marshall in cases of emergencies.
The post holder will operate sometimes without direct supervision, using independent judgement and control a defined workload.
All staff should comply with the Trust's Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.
Main duties of the job
Provide reception cover when necessary - Meet and greet all visitors to the site/building as the first point of contact. Maintain a log of staff and visitors entering and leaving the building.
To answer, redirect and take telephone messages. Dealing with enquiries as appropriate. Ensuring all messages are relayed as quickly as possible to Managers and their teams
Sort and distribute incoming mail
Process outgoing mail (external and internal) as appropriate including
franking post and preparing recorded/special delivery when required/ use of Envoypost printserver
To maintain system for the booking of rooms and ensure the room are used as efficiently as possible.
Ensure that meeting/clinical rooms are prepared ready for meeting/ treatment, with equipment as required.
Photocopy, scan, fax, email or archive documents as required.
To implement staff safety systems as per policy.
To act as Fire Marshall, including completion of evacuation register in the event of fire or practice evacuation to ensure the safe evacuation of the building and directing fire brigade on arrival.
Ensure departmental inspections and health and safety risk assessments are carried out as required.
To report and ensure equipment and environment faults are dealt with by relevant persons
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
Maintain petty cash systems as required following financial policies and procedures.
Complete typing and other administration tasks as required.
Organise patient transport for discharge, appointments, admissions
Arrange meetings / appointments on a regular basis
Book staff training as requested
To plan and update diaries as and when necessary
The post holder will be expected to establish and maintain effective bring-forward and filing systems.
Be aware of and able to make adjustments to plans at short notice
To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
To deal with all service user enquiries, exercising initiative with regard to necessary action, using sensitivity and tact.
Keep data/information systems up to date and stores information correctly and safely. Admissions: preparation of folders if service user is new to the service, or the receiving of old folder if transferred, logging of admission onto Paris. To maintain service users data on PARIS
Booking and recording of staff training and logging of attendance to training
Responsible for informing services users/carers, colleagues and outside agencies of appointments, changes to appointments, cancellations in person, telephone or by letter.
To negotiate agreements and co-operation from patients using tact at all times
To provide minute taking support on occasions
To provide letter writing support on occasions
Any other duties as deemed appropriate to grade as requested by managers.
To update skills as necessary and attend mandatory training
Job description
Job responsibilities
Maintain petty cash systems as required following financial policies and procedures.
Complete typing and other administration tasks as required.
Organise patient transport for discharge, appointments, admissions
Arrange meetings / appointments on a regular basis
Book staff training as requested
To plan and update diaries as and when necessary
The post holder will be expected to establish and maintain effective bring-forward and filing systems.
Be aware of and able to make adjustments to plans at short notice
To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
To deal with all service user enquiries, exercising initiative with regard to necessary action, using sensitivity and tact.
Keep data/information systems up to date and stores information correctly and safely. Admissions: preparation of folders if service user is new to the service, or the receiving of old folder if transferred, logging of admission onto Paris. To maintain service users data on PARIS
Booking and recording of staff training and logging of attendance to training
Responsible for informing services users/carers, colleagues and outside agencies of appointments, changes to appointments, cancellations in person, telephone or by letter.
To negotiate agreements and co-operation from patients using tact at all times
To provide minute taking support on occasions
To provide letter writing support on occasions
Any other duties as deemed appropriate to grade as requested by managers.
To update skills as necessary and attend mandatory training
Person Specification
Qualifications
Essential
- Educated to Secondary Level with GCSE qualifications or equivalent
Desirable
- NVQ3/RSA3 or equivalent experience
- Willingness to complete apprenticeship
Experience
Essential
- Some experience of working in an office environment that gives knowledge of secretarial or administrative procedures andsystems, some of which are nonroutine andnon-routine activities such as answering queries, progress chasing, task-related problem solving, acquired through experience.
Person Specification
Qualifications
Essential
- Educated to Secondary Level with GCSE qualifications or equivalent
Desirable
- NVQ3/RSA3 or equivalent experience
- Willingness to complete apprenticeship
Experience
Essential
- Some experience of working in an office environment that gives knowledge of secretarial or administrative procedures andsystems, some of which are nonroutine andnon-routine activities such as answering queries, progress chasing, task-related problem solving, acquired through experience.
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).
