Job summary
37.5 Hours Per Week
NHS
Barnsley Talking Therapies
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 Service
hours of Monday to Friday 9am to 5pm, based at Rose Tree Ave, Cudworth.
The right person
will possess NVQ Level 2 or RSA 2 Word Processing qualification or an
equivalent level 2 administration qualification or relevant experience.
Previous healthcare experience would be preferred, but is not essential,
however, recent administration experience is essential. You must be proficient
in the use of Microsoft packages and can learn new IT packages and clinical
systems used within NHS. You will be able to demonstrate excellent
interpersonal, organisational & communication skills combined with essential
frontline customer services skills and 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 or 01226 644900 or email traci.gray@swyt.nhs.uk
Main duties of the job
The role is part
of our Admin Team, to support clinicians and clients within our service, as
well as providing a crucial empathic reception & appointment making service.
Completing admin processes that flow together in our two admin hubs to fit the
service pathway for clients treatment.
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.
We use daily the clinical
systems named PCMIS, Systmone, Portia & NHS Spine, alongside all MS
packages. Training will be given for all systems.
All employees of the Trust are strongly encouraged to be
fully vaccinated against COVID-19 to protect patients.
Weare 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.
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
The
post-holder will:
Under the supervision/direction of the Line
Manager, be aware of and able to undertake the 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.
Be encouraged to contribute ideas and
suggestions within the team, and supported to progress as appropriate.
Job description
Job responsibilities
The
post-holder will:
Under the supervision/direction of the Line
Manager, be aware of and able to undertake the 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.
Be encouraged to contribute ideas and
suggestions within the team, and supported to progress as appropriate.
Person Specification
Experience
Essential
- In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc
- In using email, maintaining and updating paper and electronic diaries, arranging meetings
- In working as an effective team member
- 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
- Secretarial/administrative/customer service experience
- In copy typing /audio typing
- In working in a caring environment at a band 2 or equivalent level of competence
- Of NHS software programmes
- In working in a busy environment with competing demands.
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).
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
Qualifications
Essential
- Must be appropriate to the role:
- NVQ level 2 or RSA II or OCR II (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).
- Or, be able to demonstrate competency at level 2
Desirable
- Willingness to undertake further study/development
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.
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
- Good Customer care skills
- Good interpersonal skills
- Diversity/Cultural awareness
- 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
- Some Knowledge of GDPR requirements
- Some knowledge of diversity/cultural requirements
- Some knowledge of Health & Safety issues and risk identification
- Some knowledge of moving & handling issues
Person Specification
Experience
Essential
- In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc
- In using email, maintaining and updating paper and electronic diaries, arranging meetings
- In working as an effective team member
- 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
- Secretarial/administrative/customer service experience
- In copy typing /audio typing
- In working in a caring environment at a band 2 or equivalent level of competence
- Of NHS software programmes
- In working in a busy environment with competing demands.
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).
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
Qualifications
Essential
- Must be appropriate to the role:
- NVQ level 2 or RSA II or OCR II (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).
- Or, be able to demonstrate competency at level 2
Desirable
- Willingness to undertake further study/development
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.
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
- Good Customer care skills
- Good interpersonal skills
- Diversity/Cultural awareness
- 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
- Some Knowledge of GDPR requirements
- Some knowledge of diversity/cultural requirements
- Some knowledge of Health & Safety issues and risk identification
- Some knowledge of moving & handling issues
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.
