Job summary
2 posts available
1x 37.5 hours per week - fixed term
1x 22.5 hours per week - permanent
An exciting opportunity has arisen to work in our busy Occupational Health
& Wellbeing service based at Fieldhead Hospital in Wakefield. This is a
shared service between South West Yorkshire Partnership Foundation Trust and
Leeds & York Partnership Foundation Trust and also provides OH services to
external contracts. The nurse led Occupational Health & Wellbeing Service is
looking to recruit an exceptional and enthusiastic full time administration
assistant to provide a comprehensive range of secretarial, administration and
clerical duties to the multi-disciplinary Occupational
Health Team.
Duties will include processing all post
incoming into the Department, answering telephone calls, reception duties,
scanning, booking appointments and typing.
The successful candidate will need to possess excellent
communication skills and to work collaboratively with all key stakeholders.
Excellent interpersonal skills are also required as you will
be the first point of contact for enquiries and visitors into the department.
Previous occupational health experience would be desirable
but not essential to the right candidate. Core hours are 8.00 4.00
If you have applied for this post recently and were unsuccessful, please consider whether your application reflect any new experience, skills, or learning gained since your last submission.
Main duties of the job
Undertake general office and
reception duties including front desk, telephone and email:
Reception duties: booking appointments, checking people
in.
Managing emails and tasks.
Answer and direct telephone queries, liaising with both
internal and external colleagues, as necessary.
Sort incoming mail, prepare outgoing mail.
Matching new referrals to records, ensuring details are
correct.
Dispatching reports, ensuring compliance with GDPR.
Processing health clearance's for new employees.
Liaising with clinicians, managers, employees, HR,
recruitment regarding ongoing cases.
Liaising with GP's/consultants to request medical
reports regarding employees.
General admin duties (e.g. scanning).
Order and maintain adequate levels of stationery and
supplies, using ORACLE.
Any other clerical duties where indicated.
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.
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
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
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 Administrative Supervisor.
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
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 Administrative Supervisor.
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
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).
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.
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.
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.
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.
Person Specification
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).
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.
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.
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.
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.
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.
