Job summary
30 Hours Per Week
We have an exciting
opportunity for an enthusiastic and experienced Band 3 secretary or administrator
to join our Musculoskeletal Community Service.
Individuals
will work in highly motivated dynamic team of administrators and
Musculoskeletal Physiotherapists in an out patient service. This role is
integral to our service as you will be the first point of contact for service
users, navigating them through their pathway and supporting the smooth and
efficient running of the service.
This
is a busy environment with competing demands, with service users at the centre
of all we do. To fulfil this exciting role we will offer you support and
supervision to achieve your best outcomes and develop your skills and
knowledge.
The
post is based at New Street Health and Wellbeing Centre in Barnsley but
occasional travel between sites maybe required according to the needs of the
service.
All employees of the Trust are strongly encouraged to be
fully vaccinated against COVID-19 to protect patients.
We are aware that an increasing number of applicants are
using AI technology to generate responses on NHS Job application forms. We strongly
discourage this and will conduct a thorough screening process before selecting
candidates to progress to the next stage. If you are using AI to enhance your
application, please disclose this in your NHS Jobs application form.
For full job description, please see attached supporting documents
Main duties of the job
The successful candidates must be
computer literate and have an excellent eye for detail and accuracy. You will
have access to patient records therefore compliance with our information
governance policies and procedures is essential.
You will need exceptional organisational
skills and be committed to consistently delivering a high quality service and be
passionate about ensuring people who use our service receive good quality
customer care.
This is a varied role where
communication skills are key to all that we do. Working in a service that
interfaces with primary and secondary care colleagues.
You will be
expected to be flexible around working times which may include evening and
weekend working.
Please note since this job was advertised there has been a national agreed salary increase therefore the salary for this post is now £24,071 to £25,674 and not £22,816 to £24,336 pro rata.
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.
Job description
Job responsibilities
Under the supervision and direction of the
Administrative Supervisor, within a delegated framework for agreed tasks and seeking
support as and when necessary, provide a comprehensive, confidential, Secretarial and administrative
service to clinical/support services, in an efficient and confidential manner.
Provide services within well-established
policies, procedures, protocols, guidelines, whilst acting within the required
sphere of competences for the role at all times.
Demonstrate sound knowledge of the
service to enable the post holder
to contribute and inform decision making within the service.
May work within clinical environments where
conflict resolution may be required.
Act as principal point of contact
for users of the service eg, individuals from within and outside the Trust, service
users and members of the public etc.
Work flexibly
to meet the needs of the service.
Develop and maintain good working relationships
by being, flexible, adaptable, polite, positive and empathetic, communicating
effectively and informatively.
Work with sensitivity and have a
good understanding of the service provision and issues experienced by its users.
Prioritise own tasks, exercising a degree of independence,
initiative and judgement. Assess situations,
identify and resolve potential problems within own skill set. Refer and seek
guidance on issues outside of postholders level of competency or authority
to the Administrative Supervisor.
Work within
well-established departmental and Trust policies, procedures, protocols, guidelines
and established service delivery plans at all times.
Use effective verbal and written communication
at
all times,
incorporating tact, empathy, consideration, courtesy and confidentiality.
Adapt style of communication to respond to others user communication difficulties.
Ensure the service experienced
is positive
and service user confidentiality is maintained
at all times. Treat users
of the service, colleagues etc, with respect, dignity, courtesy
and in accordance with the Trusts Values.
Job description
Job responsibilities
Under the supervision and direction of the
Administrative Supervisor, within a delegated framework for agreed tasks and seeking
support as and when necessary, provide a comprehensive, confidential, Secretarial and administrative
service to clinical/support services, in an efficient and confidential manner.
Provide services within well-established
policies, procedures, protocols, guidelines, whilst acting within the required
sphere of competences for the role at all times.
Demonstrate sound knowledge of the
service to enable the post holder
to contribute and inform decision making within the service.
May work within clinical environments where
conflict resolution may be required.
Act as principal point of contact
for users of the service eg, individuals from within and outside the Trust, service
users and members of the public etc.
Work flexibly
to meet the needs of the service.
Develop and maintain good working relationships
by being, flexible, adaptable, polite, positive and empathetic, communicating
effectively and informatively.
Work with sensitivity and have a
good understanding of the service provision and issues experienced by its users.
Prioritise own tasks, exercising a degree of independence,
initiative and judgement. Assess situations,
identify and resolve potential problems within own skill set. Refer and seek
guidance on issues outside of postholders level of competency or authority
to the Administrative Supervisor.
Work within
well-established departmental and Trust policies, procedures, protocols, guidelines
and established service delivery plans at all times.
Use effective verbal and written communication
at
all times,
incorporating tact, empathy, consideration, courtesy and confidentiality.
Adapt style of communication to respond to others user communication difficulties.
Ensure the service experienced
is positive
and service user confidentiality is maintained
at all times. Treat users
of the service, colleagues etc, with respect, dignity, courtesy
and in accordance with the Trusts Values.
Person Specification
Qualifications
Essential
- As appropriate to the role:
- NVQ level 3 (or equivalent qualification) or, RSA lll
- Or, be able to demonstrate competency at level 3.
Desirable
- Willingness to undertake further study and development.
Experience
Essential
- Recent Secretarial and administrative experience and copy or audio typing.
- Note/minute taking.
- In using email, maintaining and updating paper and electronic diaries, arranging meetings.
- In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc.
- In working as an effective team member with minimum supervision.
- In working in a busy environment with competing demands.
- Understanding of the need to maintain strict confidentiality.
- In using a degree of initiative.
- In organising and prioritising own tasks in order to meet deadlines.
Desirable
- In working in a caring environment.
- In dealing with the public.
Training.
Essential
- Must be willing and able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
- Must be willing and able to under go job development and training and maintain skills.
Special Knowledge and Skills.
Essential
- Good written communication skills, with the ability to deal with and prepare routine written correspondence.
- Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
- In, decision-making and prioritisation.
- Knowledge of Data Protection Act.
- Customer care skills.
- Good interpersonal skills.
- Diversity and Cultural understanding.
- Resilience to pressure and exposure to emotional, distressing situations.
- Non-judgemental, empathetic manner.
- Able to use observation skills to identify potential risks and act appropriately.
- Demonstrates Trust Values.
- Able to fulfil the requirements of the Trusts value based induction.
Desirable
- Knowledge of information governance.
Personal Attributes
Essential
- Ability to be flexible to meet the demands of the post.
- Responsive attitude and approach.
- Dress appropriately for the environment.
- Ability to travel around the Trust as appropriate to role.
Physical Attributes.
Essential
- A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
- Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).
Person Specification
Qualifications
Essential
- As appropriate to the role:
- NVQ level 3 (or equivalent qualification) or, RSA lll
- Or, be able to demonstrate competency at level 3.
Desirable
- Willingness to undertake further study and development.
Experience
Essential
- Recent Secretarial and administrative experience and copy or audio typing.
- Note/minute taking.
- In using email, maintaining and updating paper and electronic diaries, arranging meetings.
- In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc.
- In working as an effective team member with minimum supervision.
- In working in a busy environment with competing demands.
- Understanding of the need to maintain strict confidentiality.
- In using a degree of initiative.
- In organising and prioritising own tasks in order to meet deadlines.
Desirable
- In working in a caring environment.
- In dealing with the public.
Training.
Essential
- Must be willing and able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
- Must be willing and able to under go job development and training and maintain skills.
Special Knowledge and Skills.
Essential
- Good written communication skills, with the ability to deal with and prepare routine written correspondence.
- Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
- In, decision-making and prioritisation.
- Knowledge of Data Protection Act.
- Customer care skills.
- Good interpersonal skills.
- Diversity and Cultural understanding.
- Resilience to pressure and exposure to emotional, distressing situations.
- Non-judgemental, empathetic manner.
- Able to use observation skills to identify potential risks and act appropriately.
- Demonstrates Trust Values.
- Able to fulfil the requirements of the Trusts value based induction.
Desirable
- Knowledge of information governance.
Personal Attributes
Essential
- Ability to be flexible to meet the demands of the post.
- Responsive attitude and approach.
- Dress appropriately for the environment.
- Ability to travel around the Trust as appropriate to role.
Physical Attributes.
Essential
- A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
- Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).
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.
