Job summary
Part Time - 15 Hours Per Week
As an admin assistant you will be responsible for supporting your Manager/supervisor in ensuring that our service needs are met through the delivery of high-quality work.
You will be responsible for ensuring that the administrative needs match the output requirements in supporting the teams and service users visiting Folly Hall.
You will be responsible for the efficient administration tasks within the CMHT Phone hub.
All employees of the Trust are strongly
encouraged to be fully vaccinated against COVID-19 to protect patients.
Main duties of the job
The main duties of the role are:
- Admin duties within CMHT Phone Hub
- Typing up notes to electronic message boards
- Updating patient records
- Taking incoming phone calls
- Providing clear directions to visitors to Folly Hall
- Monitoring Staff safety sheets
- Any other duties commensurate with the role
Regrettably, we are unable to offer Visa Sponsorship for this role due to the salary falling below the UKVI minimum visa salary threshold.
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
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.
KEY RESULT AREAS
Service Provision:
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
For full job description please see attached supporting documents.
Job description
Job responsibilities
JOB SUMMARY
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.
KEY RESULT AREAS
Service Provision:
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
For full job description please see attached supporting documents.
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.
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.
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/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.
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 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.
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.
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/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.
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).
