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.
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.
