Administration Officer

South West Yorkshire Partnership NHS Trust

Information:

This job is now closed

Job summary

37.5 Hours Per week

We require an experienced Administration Officer/Medical Secretary to work predominantly within Children in Care team at Barnsley CAMHS as well as providing administrative support to some of the medics team.

As an adaptable and confident team member, with experience in a busy administrative environment, you will need to be well organised and able to provide an excellent administrative and secretarial service. This is a demanding role which requires attention to detail, a level head and excellent IT skills.

This is a very interesting role, one in which each day is never the same. If you are looking for a fresh challenge, this is a fantastic opportunity to enhance your existing skills.If you wish to learn more about this post, please contact Emma Lennon (Admin Manager) on 01226 644829.

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 candidate will be responsible for providing admin support to two medics as well as our Children in Care team at Barnsley CAMHS. The candidate will be responsible for managing the diaries of all doctors and clinicians, formatting and typing appointment letters, medical care plans, discharge letters, taking and making phone calls, booking in appointments, taking prescription requests, taking minutes of weekly professional meetings, reception cover and other admin duties. The candidate will require excellent organisational skills, will need to be able to work as part of a team as well as on their own, they need to work to a high standard with the ability to do so in a fast paced and busy environment, they will need to be conscientious and able to use initiative and work to the Trust Values.

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

06 September 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9378-B1975

Job locations

Barnsley CAMHS

New Street Health Centre, Upper New Street

Barnsley

South Yorkshire

S70 1LP


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 and 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.

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 and 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.

Person Specification

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).

Qualifications

Essential

  • 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 or administrative experience and copy or audio typing
  • Note or 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 or able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
  • Must be willing or able to undergo 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.
Person Specification

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).

Qualifications

Essential

  • 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 or administrative experience and copy or audio typing
  • Note or 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 or able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
  • Must be willing or able to undergo 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.

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.

Employer details

Employer name

South West Yorkshire Partnership NHS Trust

Address

Barnsley CAMHS

New Street Health Centre, Upper New Street

Barnsley

South Yorkshire

S70 1LP


Employer's website

https://www.southwestyorkshire.nhs.uk (Opens in a new tab)


Employer details

Employer name

South West Yorkshire Partnership NHS Trust

Address

Barnsley CAMHS

New Street Health Centre, Upper New Street

Barnsley

South Yorkshire

S70 1LP


Employer's website

https://www.southwestyorkshire.nhs.uk (Opens in a new tab)


For questions about the job, contact:

Emma Lennon

emma.lennon@swyt.nhs.uk

01226644829

Date posted

06 September 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9378-B1975

Job locations

Barnsley CAMHS

New Street Health Centre, Upper New Street

Barnsley

South Yorkshire

S70 1LP


Supporting documents

Privacy notice

South West Yorkshire Partnership NHS Trust's privacy notice (opens in a new tab)