Job summary
37.5 Hours Per Week
The Child and Adolescent Mental Health Service
(CAMHS) is undergoing a significant and exciting transformation to ensure the
children and families in the Kirklees community are offered care of the highest
standard.
An exciting opportunity has arisen for a self-motivated
Administration Officer/Secretary to join CAMHS within our Kirklees Keep in Mind (KKiM) Service. You will be based at Folly Hall in
Huddersfield and will be instrumental in supporting the KKiM Clinicians and
Management team.
It
is essential that the successful applicant is able to work effectively as part
of the team, whilst offering a flexible administrative approach. The post holder must be
able to work calmly in a busy environment and have the ability to work under
pressure and to deadlines. In return, you will join a team
that is hard working, enthusiastic but also resilient and compassionate.
The position is varied and rewarding and may
at times be challenging however, there is a lot of support around you. It is important that all staff feel able to
contribute in the team to enable us to further develop our processes. In return
you can expect a supportive induction and personal development.
Staff health/well being is at the top of our agenda and it
is important for us to recruit a person whose values and beliefs align with our
organisational values.
The role with office opening hours Mon - Fri 9am to 5pm.
Main duties of the job
Examples
of the type of work the successful applicant will be involved in are:
Typing and
formatting clinical letters and reports in a timely manner.
Managing
telephone enquiries in an efficient and compassionate way.
Creating and
discharging referrals.
Providing
administrative support to all members of the KKiM team.
Managing
appointments.
Managing Team
calendars, diaries and email accounts.
Data
management of the services waiting lists.
Recording
minutes in meetings.
Maintaining
spreadsheets.
Ordering and
distributing stock.
Scanning and
uploading documentation and correspondence.
Demonstratable
IM&T skills are essential as the post involves working with Microsoft
Office packages.
Our clinical records
system is SystmOne which knowledge of would be beneficial however, full
training will be given.
You will need
to work accurately, sometimes under pressure and be confident in prioritising
the workload. Being able to work flexibly, independently with minimal
supervision, using your own initiative and having a calm, polite and
professional demeanour is essential.
Please be aware that you must meet all of the
essential qualification requirements of the role (as described in the person
specification) in order to be considered for interview.
All employees of the Trust are strongly
encouraged to be fully vaccinated against COVID-19 to protect patients.
For full job description, please see attached supporting documents.
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 supervison/direction of the
Administration Manager, 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 Administration Manager.
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.
Job description
Job responsibilities
The
post-holder will:
Under the supervison/direction of the
Administration Manager, 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 Administration Manager.
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.
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.
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.
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.
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.
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
- 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.
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.
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.
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.
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.
