Job summary
Full time vacancy, 11 months maternity cover
South West Yorkshire Partnership NHS Foundation Trust is
seeking to appoint a Management Assistant to work within the Adults
and Older People Mental Health Care Group, based at The Laura Mitchell Health & Wellbeing
Centre, Halifax. This post is to cover Maternity Leave for a period of 11
months from June 2023.
The successful applicant will be required to assist four
Team Managers in the day to day operational management for staff within the
teams. The ideal candidate will be self-motivated and able to demonstrate good
leadership skills. They will be friendly and flexible in their approach,
alongside having excellent communication skills and good attention to detail.
The post holder will provide a range of skills including
induction of new staff into the department and advice on people issues to the managers.
They will be responsible for implementing processes and systems that support
the Team Managers and the teams to ensure effective non-clinical management.
Main duties of the job
As a Management Assistant you must be able to work
accurately to deadlines, sometimes under pressure, use your own initiative,
prioritise own workload and have excellent time management skills.
Duties will be varied and will include working with
Microsoft Office and Outlook, agenda preparation, minute taking, effective
diary management, recruitment and selection and supporting the implementation
of policies and procedures including Sickness & Absence and Health &
Safety.
The successful candidate must have a good knowledge and
understanding of IT systems and packages and be able to maintain
confidentiality at all times. You should be comfortable communicating with a
range of staff at all levels, internally and externally and have a person
centred approach.
For further information please contact Jen Goodwin Team
Manager or Jonny Hall Management Assistant on 01422 262349/07880 477686.
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
JOB SUMMARY
This position is designed
to provide a flexible role to support and manage change to meet Business Unit
objectives
Undertake
delegated duties under the supervision
of the line manager/management team.
Consulting as necessary and working collaboratively to deliver a comprehensive
service.
Provide services within well-established
policies, procedures, protocols, guidelines, whilst acting within the required
sphere of competences for the role at all times.
Work in partnership with others;
develop knowledge to promote an holistic service.
Demonstrate sound knowledge of the
service to enable the post holder
to contribute and inform decision making within the service.
Supervise and delegate work to Admin/secretarial staff, participate
in their induction, training, appraisal etc.
May be required to work in
challenging environments which could include lone working and conflict
resolution.
Undertake and maintain the required
statutory, mandatory and core training as required by the specific area of service.
Work flexibly to meet the needs of
the service.
KEY RESULT AREAS:
1.1 Service provision:
To
deliver excellent levels of service by regularly assessing, problem
solving, evaluating and reporting to the Management Team, 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.
Support the Team
Managers and General Manager as required.
Work
independently, prioritising own work, exercising initiative and judgment. Refer
and seek guidance/supervision on issues outside of post holders level of
competence or authority to their line manager.
Proactively and positively contribute to the achievement of service/Trust objectives
through individual and team effort. Manage
the service user experience with the focus being on
delivering excellent
customer services.
Assist
in the promotion of an open, welcoming,
person-centred culture for service users, carers and colleagues, Seek
and support feedback from service users to
aid service improvement as required.
To 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 and contemporaneous documentation. Use appropriate documentation/systems in accordance with local and Trust standards demonstrating
competent IT skills, accurate data inputting and use of the internet.
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.
Please see attached Job description in Supporting documents
Job description
Job responsibilities
JOB SUMMARY
This position is designed
to provide a flexible role to support and manage change to meet Business Unit
objectives
Undertake
delegated duties under the supervision
of the line manager/management team.
Consulting as necessary and working collaboratively to deliver a comprehensive
service.
Provide services within well-established
policies, procedures, protocols, guidelines, whilst acting within the required
sphere of competences for the role at all times.
Work in partnership with others;
develop knowledge to promote an holistic service.
Demonstrate sound knowledge of the
service to enable the post holder
to contribute and inform decision making within the service.
Supervise and delegate work to Admin/secretarial staff, participate
in their induction, training, appraisal etc.
May be required to work in
challenging environments which could include lone working and conflict
resolution.
Undertake and maintain the required
statutory, mandatory and core training as required by the specific area of service.
Work flexibly to meet the needs of
the service.
KEY RESULT AREAS:
1.1 Service provision:
To
deliver excellent levels of service by regularly assessing, problem
solving, evaluating and reporting to the Management Team, 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.
Support the Team
Managers and General Manager as required.
Work
independently, prioritising own work, exercising initiative and judgment. Refer
and seek guidance/supervision on issues outside of post holders level of
competence or authority to their line manager.
Proactively and positively contribute to the achievement of service/Trust objectives
through individual and team effort. Manage
the service user experience with the focus being on
delivering excellent
customer services.
Assist
in the promotion of an open, welcoming,
person-centred culture for service users, carers and colleagues, Seek
and support feedback from service users to
aid service improvement as required.
To 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 and contemporaneous documentation. Use appropriate documentation/systems in accordance with local and Trust standards demonstrating
competent IT skills, accurate data inputting and use of the internet.
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.
Please see attached Job description in Supporting documents
Person Specification
Experience
Essential
- in General Administration/ Supervisory Management eg. Project management, Sickness management, recruitment, etc.
- In dealing with the public.
- In working as an effective team member.
- in prioritising own workload and meeting deadlines
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.
Desirable
Special knowledge/skills
Essential
- As appropriate to the role:
- Excellent written communication skills, with the ability to deal with and prepare routine written correspondence
- Excellent verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages
- Strong analytical and problem solving skills
- Sound knowledge of Data Protection Act
- Demonstrate excellent customer care skills
- Providing and receiving supervision
- Enthusiastic, able to work flexibly
- Excellent communicator, numeracy/ literacy, IT/keyboard skills
- Diversity/Cultural understanding
- Knows responsibilities regarding confidentiality and trust.
- Resilience to pressure and previous exposure to emotional, distressing or hazardous situations
- Non-judgemental, empathetic manner
- Demonstrates Trust Values
- Excellent interpersonal skills
- Able to use observation skills to identify potential risks and act appropriately
- In working effectively, professionally and independently or as part of a team
- In demonstrating initiative, decision-making and prioritisation skills.
Desirable
- Financial Management skills
- Language skills other than English
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
- NVQ level 4 in Business Administration or equivalent level qualification,
- Or, be able to demonstrate competency at level 4 in an Admin/secretarial /supervisory position.
Desirable
- Group Facilitation skills
- Willingness to undertake further study/development.
- Degree
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)
Person Specification
Experience
Essential
- in General Administration/ Supervisory Management eg. Project management, Sickness management, recruitment, etc.
- In dealing with the public.
- In working as an effective team member.
- in prioritising own workload and meeting deadlines
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.
Desirable
Special knowledge/skills
Essential
- As appropriate to the role:
- Excellent written communication skills, with the ability to deal with and prepare routine written correspondence
- Excellent verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages
- Strong analytical and problem solving skills
- Sound knowledge of Data Protection Act
- Demonstrate excellent customer care skills
- Providing and receiving supervision
- Enthusiastic, able to work flexibly
- Excellent communicator, numeracy/ literacy, IT/keyboard skills
- Diversity/Cultural understanding
- Knows responsibilities regarding confidentiality and trust.
- Resilience to pressure and previous exposure to emotional, distressing or hazardous situations
- Non-judgemental, empathetic manner
- Demonstrates Trust Values
- Excellent interpersonal skills
- Able to use observation skills to identify potential risks and act appropriately
- In working effectively, professionally and independently or as part of a team
- In demonstrating initiative, decision-making and prioritisation skills.
Desirable
- Financial Management skills
- Language skills other than English
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
- NVQ level 4 in Business Administration or equivalent level qualification,
- Or, be able to demonstrate competency at level 4 in an Admin/secretarial /supervisory position.
Desirable
- Group Facilitation skills
- Willingness to undertake further study/development.
- Degree
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)
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.
