Administration Assistant/Receptionist

South West Yorkshire Partnership NHS Trust

This job is now closed

Job summary

Full Time - 37.5 Hours Per Week

NHS Barnsley Talking Therapies (formerly Barnsley IAPT) are seeking to recruit a permanent full time Admin Assistant/Receptionist to join our busy front line Admin Team and to provide both a high-quality administration & reception service to our service users & visitors, whilst always ensuring confidentiality. Excellent administrative skills are essential to provide support to our large team of clinical staff. The role is a 37.5hrs a week role, with office opening hours of Monday to Friday 9am to 5pm, based in Cudworth, Barnsley.

The right person will possess NVQ Level 2 or RSA 2 Word Processing qualification or an equivalent level qualification or relevant experience. Previous healthcare experience would be preferred, but is not essential, however, recent admin experience is essential. You must be proficient in the use of microsoft packages and have the ability to learn new IT packages and clinical systems. You will be able to demonstrate excellent interpersonal, organisational and communication skills combined with a self-motivated and flexible approach to work.

For any further information about this post, please do not hesitate to contact Traci Gray, Admin Manager, mobile 07771 656541

All employees of the Trust are strongly encouraged to be fully vaccinated against COVID-19 to protect patients.

Main duties of the job

The role is being part of our Admin Team, to support clinicians and clients within our service. Completing admin processes that flow together in our two admin hubs to fit the service treatment pathway for clients. This post would initially be based within our treatment hub office, adhering to the admin processes for clients appointments in our wellbeing Groups, workshops and treatment appointments whilst using our clinical systems. Though due to service needs, the role could also be part of reception duties, where excellent customer service, communication, interpersonal & telephone skills are essential.

It is crucial to be able to use & work on your own initiative but also be part of the team. You must have an ability to be flexible and a willingness to adapt to change to meet the demands of the post. Work with sensitivity and have a good understanding of the service provision. Always use effective verbal & written communication, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to others communication difficulties.

The Admin Team use daily the Trusts clinical systems named PCMIS, Systmone, Portia & NHS Spine, alongside all MS packages. Training will be given for all systems.

About us

We are a specialist NHS Foundation Trust that provides community, mental health and learning disability services for the people of Barnsley, Calderdale, Kirklees and Wakefield. We also provide low and medium secure services and are the lead for the west Yorkshire secure provider collaborative.

Our mission is to help people reach their potential and live well in their communities, we do this by providing high-quality care in the right place at the right time. We employ staff in both clinical and non-clinical services who work hard to make a difference to the lives of service users, families and carers.

We encourage and welcome applications from all protected characteristic groups, we value diversity and want our workforce to be reflective of our communities.

Being a foundation Trust means were accountable to our members, who can have a say in how were run. Around 14,300 local people (including staff) are members of our Trust.

Join us and you will be one of over 4,500 staff committed to supporting and improving the mental, physical and social needs of the thousands of people we meet and help each year.

We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all colleagues and volunteers to share this commitment.

We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.

Date posted

02 October 2023

Pay scheme

Agenda for change

Band

Band 2

Salary

£22,383 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9378-B1744

Job locations

Cudworth Health Centre, Rose Tree Avenue

Cudworth

Barnsley

S72 8UA

Job description

Job responsibilities

JOB SUMMARY

Service user contact referred to in this Job description will only apply when working within a clinical area.

The post-holder will:

under the supervison/direction of the Administrative Supervisor, within a delegated framework for agreed tasks, be aware of and able to undertake the basic, routine admin/communication requirements of the service. Provide a confidential service to clinical/support services, in an efficient manner.

follow and ensure the service is provided in accordance with well-established policies, procedures, protocols and guidelines and service delivery plans.

demonstrate knowledge of the service to enable the post holder to contribute and inform decision making within the service.

may work within clinical environments where basic conflict resolution may be required.

work flexibly to meet the needs of the service.

develop and maintain good working relationships by being flexible, adaptable, polite, positive and empathetic providing and receiving routine information.

work with sensitivity and have an understanding of the service and issues experienced by users.

use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Respond to others communication difficulties.

assist in ensuring the service experienced is positive and service user confidentiality is maintained at all times. Treat everyone eg, service users, their relatives, visitors, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values.

KEY RESULT AREAS:

1.1 Service provision:

To assist the department with routine office duties, appropriate to the role, for example:

Word processing of correspondence /reports/ other documents accurately via copy or audio
To take and transcribe notes
Dealing with telephone calls/ messages
Photocopying/ Scanning/ Filing
Receiving visitors/Reception
Monitor and maintain department stationery supplies
Reporting faults
Mail handling

Arranging meetings, hospitality, venues, distributing agenda/notes
Managing diaries
Maintain databases
Demonstrate duties to new starters
Provide cover for other members of the team.

Deliver excellent levels of service and address or report to the Administrative Supervisor, in a timely manner, when these standards have not been met.

Support the Administrative Supervisor as required.

Proactively and positively contribute to the achievement of business outcomes through individual and team effort, with the focus being on delivering excellent customer services.

Work within defined parameters, prioritise own tasks and respond to peoples needs.Refer and seek guidance/supervision on issues outside of post holders level of competence or authority.

Help to promote an open, welcoming, person-centred culture seeking feedback from users of the service to aid service improvement .

Produce clear and accurate written correspondence as appropriate to the role, using competent IT skills, accurate data inputting and use of Trust Intranet and Internet as required.

Maintain accurate documentation. Use appropriate documentation/systems in accordance with local and Trust standards.

Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. .

Build and sustain effective communications to ensure good team working and collaborative working practices. Disseminate knowledge, and information to those who need to know.

Support the smooth running of administrative systems and meeting of all relevant deadlines.

Undertake infection prevention and control by performing hand hygiene, cleaning, disinfecting etc.

Proactively identify additional activities in accordance with the role, which would increase postholder efficiency and the efficiency of the team; offer suggestions for improvement and implement agreed activities.

Support the Trusts culture of collaborative, flexible cross-team working and commitment to delivering quality services and outcomes.

1.2 Working as part of a Team:

Organise meetings/ events using electronice diaries and produce and distribute associated documents as appropriate to the role.

Assist with general clerical duties appropriate to the role eg, reception duties, dealing with post, photocopying, ordering/requisitioning, reporting faults, filing/retrieval, booking appointments, faxing, scanning, diary management, petty cash, minute/note taking and the collation and distribution of data.

Act as a point of contact for the team/service. Provide a friendly and professional service, deal with enquiries from a multitude of sources, via a variety of means eg, face to face/phone/e-mail/letter/faxes. Exercise a degree of initiative, analysis, judgements/problem solving or directing on/esculating, as appropriate. This may require the use of tact/ empathic or reassurance and persuasive skills where agreement or co-operation is required.

Accurately record and up date department/service computerised/maual records and systems, tracking service user records as appropriate and in accordance with operating procedures, collate and provide data as directed.

To provide cover or support to others as required.

Assist in delivering excellent levels of customer services to people. Assess, problem solve or report, in a timely and proactive manner, when these standards have not been met.

Assist in providing a positive link between the department/service and those who use it.

Ensure service user privacy, dignity, rights, choices are maintained at all times.

Provide and receive service user information using tact, reassurance, empathy and persuasive skills as required. Ensure urgent matters are acted upon timely, within service performance standards.

Keep appropriate statistical records/information as and when directed by the team/service for audit purposes. Assist in the provision of statistical returns as required which may involve entering statistical data onto databases.

Provide relevant assistance as and when directed to support all colleagues.

Send and receive faxes in a safe haven environment as per Trust policy.

Recognise and respond appropriately to emergency situations. Support the reduction of hazards in the environment by being aware of safety, security, theft or damage.

Support the Trusts culture of commitment to delivering quality services and outcomes.

Maintain and continuously improve knowledge & understanding of the Trust/service including systems, policy, and current issues, particularly with regard to own area of work and service users.

Proactively identify additional activities in accordance with the role, which would increase post holder and team efficiency; offer suggestions for improvement.

Refer and seek guidance/supervision on issues outside the post holders level of competency or authority.

To provide cover or support to others and work within other areas as the situation and staffing levels require.

Participate in departmental/team meetings, offer suggestions for service improvements.

Assist in the achievement/improvement of service/quality standards.

Be competent in using and ensure the proper use of Trust equipment eg, Photocopies etc.

Actively engage in good team working to facilitate effective relationships.

Have an appreciation of the roles and contributions of others working in the service.

Make use of opportunities for sharing good practice and learning.

When moving and handling loads, ensure this is undertaken in accordance with policy and training.

Work in a flexible and collaborative manner with others.

1.3 Managing Self:

Participate in management supervision/appraisal to develop skills, knowledge and practice and apply continuous reflection eg, values, priorities, interests and effectiveness and synthesise new knowledge into practice.

Undertake timely and appropriate mandatory training/updates, study days and keep up to date with changes in operational procedures and developments in practice.

Be aware of and comply with service/Trust policies and procedures and relevant legislation eg Data Protection Act.

Maintain professional and courteous working relationships with others.

Seek advice and support from supervisor/manager whenever necessary.

Promote a positive image of self, service and theTrust.

Act within own sphere of competence at all times.

1.4 Management Supervision and Support:

The post holder has no managerial supervision responsibility but is expected to be a good example to other staff and use their experience to assist/guide new starter induction.

1.5 Financial Responsibility:

Maintain the safekeeping of Trust property. Any concerns regarding misuse should be raised immediately with the Trusts Counter Fraud Specialist, see Trust Intranet for details.

Ensure the proper use of the Trusts resources such as stationery, telephone usage, photocopying and other consumables in the course of business, ensuring minimal waste and cost. Suggest efficiency savings to more senior staff.

For full Job Description see supporting documents