Job summary
Full Time - 37.5 Hours Per Week
We
are expanding! We need enthusiastic, self-motivated, well-organised admin staff
to join our dynamic team.
RightCare
Barnsley SPA is based at Kendray Hospital and we are here to ensure that the
residents of Barnsley receive the right care, in the right place at the right
time.
It
is a varied role receiving patient referrals from a variety of sources
including GPs, hospitals and Yorkshire Ambulance Service. Administrators
process the referrals to the appropriate recipient whilst liaising with
clinical staff for advice and support to ensure that patients receive the right
response to their care needs as quickly as possible.
This service receives over400 contacts a day,
as an administrator you will be required to answer calls from families, service
users and health care professionals dealing with complex, sensitive, and
sometimes distressing information to ensure the best patient care and outcomes.
We
operate 365 days a year, working across an 8.00am to 8.00pm working pattern.
This post requires you to work flexibly on a rolling shift pattern including
weekends and Bank Holidays. Each shift will be 8 hours including 30 minutes
lunch. It is a 5 week rota equating to working one weekend in five.
Staff benefits include:
Weekend and Bank Holiday pay enhancement
NHS Pension
Car and Cycle Schemes
Access to Health and Wellbeing support
Annual Leave 27 days + 8 Bank Holidays,
increasing with length of service
Main duties of the job
Key
duties include; receipt and distribution of patient referrals to the
appropriate staff via telephone/email and electronic systems as per
departmental procedures and timescales, querying where necessary and accurately transcribing medical conditions/ treatments/
prescriptive medicines and patient demographics to ensure nursing staff can
treat appropriately.
You do not need any experience in healthcare as full
comprehensive training will be provided, you do need to be dedicated to caring
for all our patients.
The
successful candidates will demonstrate -
Good communication and telephone skills
Ability to communicate effectively both
verbally and in writing
Ability to work without direct
supervision using own initiative
Ability to work effectively as a team
Excellent typing and IT skills
Ability to record and maintain accurate
details
Ability to organise and prioritise
workload effectively
Ability to empathise and deal tactfully
with families, service users and colleagues
Sound understanding for confidentiality
and its relation to health care delivery
Ability to work flexibly and be
responsible to changing demands and frequent interruptions
Ability to cope under pressure
All employees of the Trust are strongly encouraged to be
fully vaccinated against COVID-19 to protect patients.
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
We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. Over reliance on AI-generated content in application forms is strongly discouraged and we 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.
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 and seeking support as and when necessary, provide a comprehensive, confidential, Secreterial/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/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/Trust policies, procedures, protocols, guidelines and established service delivery plans at all times.
- use effective verbal/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.
KEY RESULT AREAS:
1.1 Service provision:
To assist the department with office duties, for example:
- Word processing of correspondence /reports/ other documents accurately via copy or audio
- To take and transcribe minutes
- Dealing with telephone calls/ messages
- Photocopying/ Filing/ Scanning
- Receiving visitors/Reception
- Monitor and maintain department stationery supplies
- Reporting faults
- Mail handling
- Arranging meetings, hospitality, venues, distributing agenda/notes
- Managing diaries
- Create and Maintain Databases/Spreadsheets
- Maintain databases
- Demonstrate duties to new starterss
- Provide cover for other members of the team.
Deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to the Administrative Supervisor, in a timely and proactive manner when these standards have not been met, enabling appropriate action to be taken. Implement planned actions in response, communicating changes as appropriate.
Assist 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.
Assist in the promotion of an open, welcoming, person-centred culture for service users. Seek and support feedback from service users to aid service improvement as required.
Produce clear and accurate written correspondence (including the composition of ad-hoc routine letters) eg, letters, memos, reports, presentations etc, using competent copy, audio tapes, 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. Adapt style of communication to respond to service user communication difficulties and psychological, social, physical and spiritual needs.
Build and sustain effective communications to ensure good team working and collaborative working practices. Disseminate knowledge, and information to those who need to know.
Contribute to the smooth running of administrative systems and meeting of all relevant deadlines.
Recognise and respond appropriately to any emergency situation. Contribute to the reduction of hazards in the environment, considering safety, security, theft or damage.
Undertake safe infection prevention and control by using protective equipment, safe disposal of waste, 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.
Make use of opportunities for sharing good practice and learning.
For full job description, please see attached supporting documents.
Job description
Job responsibilities
We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. Over reliance on AI-generated content in application forms is strongly discouraged and we 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.
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 and seeking support as and when necessary, provide a comprehensive, confidential, Secreterial/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/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/Trust policies, procedures, protocols, guidelines and established service delivery plans at all times.
- use effective verbal/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.
KEY RESULT AREAS:
1.1 Service provision:
To assist the department with office duties, for example:
- Word processing of correspondence /reports/ other documents accurately via copy or audio
- To take and transcribe minutes
- Dealing with telephone calls/ messages
- Photocopying/ Filing/ Scanning
- Receiving visitors/Reception
- Monitor and maintain department stationery supplies
- Reporting faults
- Mail handling
- Arranging meetings, hospitality, venues, distributing agenda/notes
- Managing diaries
- Create and Maintain Databases/Spreadsheets
- Maintain databases
- Demonstrate duties to new starterss
- Provide cover for other members of the team.
Deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to the Administrative Supervisor, in a timely and proactive manner when these standards have not been met, enabling appropriate action to be taken. Implement planned actions in response, communicating changes as appropriate.
Assist 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.
Assist in the promotion of an open, welcoming, person-centred culture for service users. Seek and support feedback from service users to aid service improvement as required.
Produce clear and accurate written correspondence (including the composition of ad-hoc routine letters) eg, letters, memos, reports, presentations etc, using competent copy, audio tapes, 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. Adapt style of communication to respond to service user communication difficulties and psychological, social, physical and spiritual needs.
Build and sustain effective communications to ensure good team working and collaborative working practices. Disseminate knowledge, and information to those who need to know.
Contribute to the smooth running of administrative systems and meeting of all relevant deadlines.
Recognise and respond appropriately to any emergency situation. Contribute to the reduction of hazards in the environment, considering safety, security, theft or damage.
Undertake safe infection prevention and control by using protective equipment, safe disposal of waste, 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.
Make use of opportunities for sharing good practice and learning.
For full job description, please see attached supporting documents.
Person Specification
Experience
Essential
- Recent Secretarial/administrative experience and copy /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
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)
Training
Essential
- Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area
- Must be willing/able to undergo job development and training and maintain skills
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/development.
Special Knowledge/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/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
Person Specification
Experience
Essential
- Recent Secretarial/administrative experience and copy /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
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)
Training
Essential
- Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area
- Must be willing/able to undergo job development and training and maintain skills
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/development.
Special Knowledge/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/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
