Job summary
18.75 Hours Per Week
An exciting opportunity has arisen for an Administrative Assistant
based atKendray Hospital.You will provide
a range of administrative duties whilst working as both a receptionist on the
Main Reception and a ward clerk on the Neurological Rehabilitation Unit and the
Stroke Recovery Unit.
Initially the successful candidate will be working as a
ward clerk.
For full job description, please see attached supporting documents.
At the time of advertising, this role does not meet
the minimum requirements (salary threshold or occupational requirements) set
by UK Visas and Immigration to sponsor candidates to work in the UK. For this
reason, unfortunately we are unable to sponsor anyone on a visa for this role
at this moment in time.
Main duties of the job
We
are seeking to recruit an enthusiastic candidate who will be able to provide a welcoming and professional environment
when meeting
and greeting visitors to Kendray Hospital and answering / forwarding telephone
enquiries.
Key duties in addition to the above will include gathering and
maintaining accurate information, using Microsoft packages, admitting,
transferring and discharging patients using electronic patient record systems
(SystmOne), booking ambulances and carrying out general administrative duties
such as photocopying, scanning and filing.
There will also be a need to assist other teams as required.
The successful candidate will have the ability to communicate
effectively, work as part of a team, use initiative and prioritise their
workload, maintain and record accurate details and have good organisational
skills.
Hours of work are 18hrs 45mins per week. Monday and Tuesday
9am to 5pm and Wednesday 9am to 12:45pm.
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. 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.
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
Administrative Supervisor, within a delegated framework for agreed tasks, be
aware of and able to undertake the basic, 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.
To
assist the department with routine office duties, appropriate to the role, for
example:
Word
processing of correspondence /reports/ other documents accurately via copy
or audio.
To take
and transcribe notes.
Dealing
with telephone calls/ messages.
Photocopying/
Scanning/ Filing.
Receiving
visitors/Reception.
Monitor
and maintain department stationery supplies.
Reporting
faults.
Mail handling.
Arranging
meetings, hospitality, venues, distributing agenda/notes.
Managing
diaries.
Maintain
databases.
Demonstrate
duties to new starters.
Provide
cover for other members of the team.
Job description
Job responsibilities
The
post-holder will:
under the supervision / direction of the
Administrative Supervisor, within a delegated framework for agreed tasks, be
aware of and able to undertake the basic, 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.
To
assist the department with routine office duties, appropriate to the role, for
example:
Word
processing of correspondence /reports/ other documents accurately via copy
or audio.
To take
and transcribe notes.
Dealing
with telephone calls/ messages.
Photocopying/
Scanning/ Filing.
Receiving
visitors/Reception.
Monitor
and maintain department stationery supplies.
Reporting
faults.
Mail handling.
Arranging
meetings, hospitality, venues, distributing agenda/notes.
Managing
diaries.
Maintain
databases.
Demonstrate
duties to new starters.
Provide
cover for other members of the team.
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 with minimum supervision.
- 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 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.
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 Data Protection requirements.
- Some knowledge of diversity/cultural requirements.
- Some knowledge of Health & Safety issues and risk identification.
- Some knowledge of moving & handling issues.
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.
Personal 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
- As appropriate to the role:
- NVQ level 2 ( or equivalent level qualification), or, RSA ll
- Or, be able to demonstrate competency at level 2.
Desirable
- Willingness to undertake further study/development.
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 with minimum supervision.
- 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 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.
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 Data Protection requirements.
- Some knowledge of diversity/cultural requirements.
- Some knowledge of Health & Safety issues and risk identification.
- Some knowledge of moving & handling issues.
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.
Personal 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
- As appropriate to the role:
- NVQ level 2 ( or equivalent level qualification), or, RSA ll
- Or, be able to demonstrate competency at level 2.
Desirable
- Willingness to undertake further study/development.
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.
