Job summary
18.75 hours per week - Internal applicants only.
South
West Yorkshire Partnership NHS Foundation Trust is currently recruiting for an
Administrative Officer to work 18.75hrs as a job share working Monday
Tuesday and Wednesday morning to support the Perinatal Mental Health Team.
The
applicant will be one of 3 wte admin supports providing administrative support
to the Perinatal clinical team.
We are looking for an administrator with an NVQ or RSA Level 3 qualification or be able to demonstrate competency at Level 3.
For any further information please contact Donna Davies/Kim Brearey on 01924 316009 or Claire Lowe Service Manager 07825262303.
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
We
are looking for someone who has experience of working in a clinical
administration role, where contact with services users is a key aspect of the
role. Our administrative staff members are often the first point of contact for
people who have been referred to the Perinatal Service, therefore the
successful applicant will need excellent communications skills demonstrating
the ability to help and guide service users in a warm and sensitive manner.
Experience of working with service users who experience mental health issues
will be an advantage.
The
applicant must have good organizational skills and be able to priorities their
own workload in order to meet deadlines, with a good attention to detail in an
environment of competing demands.
A
good knowledge of Microsoft Office and Excel is essential.
The
applicant must be able to work as part of a team and have good written and
verbal communication skills.
Duties
will be varied and will include using email, booking appointments, diary
management, using clinical systems and dealing with telephone calls. Good
customer service skills are essential.
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/Administrative Supervisor, within a delegated framework for agreed
tasks and seeking support as and when necessary, provide a comprehensive,
confidential, Secretarial/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 Line 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.
Ensure the service experienced
is positive
and service user confidentiality is maintained
at all times. Treat users
of the service, colleagues etc, with respect, dignity, courtesy
and in accordance with the Trusts Values.
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/Administrative Supervisor, within a delegated framework for agreed
tasks and seeking support as and when necessary, provide a comprehensive,
confidential, Secretarial/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 Line 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.
Ensure the service experienced
is positive
and service user confidentiality is maintained
at all times. Treat users
of the service, colleagues etc, with respect, dignity, courtesy
and in accordance with the Trusts Values.
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
Experience
Essential
- Recent Secretarial/administrative experience .
- Copy /audio typing if applicable to role.
- 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.
- Of NHS software programme.
- Leadership skills.
- Customer Care skills.
- Excellent IT skills.
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
- 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.
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).
Qualifications
Essential
- Must be appropriate to the role:
- NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject e.g. business admin, typing/word processing, customer services).
- Or, be able to demonstrate competency at level 3.
Desirable
- Willingness to undertake further study/development.
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.
- Problem solving skills.
Person Specification
Experience
Essential
- Recent Secretarial/administrative experience .
- Copy /audio typing if applicable to role.
- 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.
- Of NHS software programme.
- Leadership skills.
- Customer Care skills.
- Excellent IT skills.
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
- 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.
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).
Qualifications
Essential
- Must be appropriate to the role:
- NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject e.g. business admin, typing/word processing, customer services).
- Or, be able to demonstrate competency at level 3.
Desirable
- Willingness to undertake further study/development.
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.
- Problem solving skills.
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.
