Job summary
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 healthcare records office and
Reception.
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.
Main duties of the job
The
main duties of the role are:
Admin
duties within Healthcare records.
Typing
up and sending out appointment letters.
Taking
incoming phone calls.
Providing
clear directions to visitors to Folly Hall.
Cover
reception duties on a rota covering earlies and late shifts.
Any
other duties commensurate with the role.
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.
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
Service
user contact referred to in this Job description will only apply when working
within a clinical area.
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.
To
assist the department with routine office duties, appropriate to the role, for
example:
Reception
duties, receiving visitors.
Photocopying/
Scanning/ Filing.
Arranging
clinics, venues, case file, notes.
Dealing
with telephone calls/ messages.
Reimburse
travel petty cash.
Word
processing of correspondence /reports/ other documents accurately.
Monitor
and maintain department stationery supplies.
Reporting
faults.
Mail handling.
Demonstrate
duties to new starters.
Provide
cover for other members of the team.
Deliver excellent levels of service and address
or report to the Line Manager, in a timely manner, when these standards have
not been met.
Support the Line Manager as required.
Proactively and positively contribute to the achievement of business outcomes through individual
and team effort, with the focus being on
delivering excellent
customer services.
Work within defined parameters, prioritise own tasks and respond to peoples needs.
Refer and seek
guidance/supervision on issues outside of post holders level of competence or
authority.
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.
Job description
Job responsibilities
Service
user contact referred to in this Job description will only apply when working
within a clinical area.
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.
To
assist the department with routine office duties, appropriate to the role, for
example:
Reception
duties, receiving visitors.
Photocopying/
Scanning/ Filing.
Arranging
clinics, venues, case file, notes.
Dealing
with telephone calls/ messages.
Reimburse
travel petty cash.
Word
processing of correspondence /reports/ other documents accurately.
Monitor
and maintain department stationery supplies.
Reporting
faults.
Mail handling.
Demonstrate
duties to new starters.
Provide
cover for other members of the team.
Deliver excellent levels of service and address
or report to the Line Manager, in a timely manner, when these standards have
not been met.
Support the Line Manager as required.
Proactively and positively contribute to the achievement of business outcomes through individual
and team effort, with the focus being on
delivering excellent
customer services.
Work within defined parameters, prioritise own tasks and respond to peoples needs.
Refer and seek
guidance/supervision on issues outside of post holders level of competence or
authority.
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.
Person Specification
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 & 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.
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).
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.
Person Specification
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 & 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.
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).
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.
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.
