Administration Assistant Band 2-3 Development

South West Yorkshire Partnership NHS Trust

The closing date is 28 November 2024

Job summary

Job Opportunity: Administrative assistants/Secretaries, 1 WTE Substantive and 2 WTE 1 Year Fixed Term. Bands 2 and 3.

The Adult ADHD & Autism Service is expanding due to high demand, and we are looking to recruit an additional administrator for our friendly and experienced team.

These posts can be a development opportunity for those with administrative experience meeting Band 2 criteria, who wish to acquire secretarial skills, such as audio typing and minute taking. The Service can provide on-the-job training leading to promotion to Band 3 upon completion of a competency development plan. If you already possess these secretarial skills, you can apply directly for a Band 3 position, provided you meet the criteria.

Our administrative team is based in Wakefield, but the Service operates across Wakefield, Bradford, Kirklees, Barnsley, and Calderdale. You will work alongside experienced colleagues, and a flexible, team-oriented attitude is essential.

We prioritise staff wellbeing and work-life quality, as reflected in our recent Wellbeing Survey, where we exceeded Trust benchmarks in resources and communication, workload balance, job security, work relationships, and job conditions.

Main duties of the job

The postholders will provide full administrative support to clinicians from multi-disciplinary professions. You will also have an essential role in being the first point of contact for service users and others who telephone and attend appointments with our Service. A positive and friendly approach to dealing with members of the public and colleagues is essential.

The positions are full time, 37.5 hours per week Monday to Friday.

Please note this post is not eligible for Visa Sponsorship

For further information/informal queries, please contact:

Rebecca Crisp, Operations Manager or Lynn Loring, Administrative supervisor on 01924 316492

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.

Date posted

31 October 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£23,615 to £25,674 a year

Contract

Fixed term

Duration

1 years

Working pattern

Full-time, Flexible working

Reference number

C9378-W1198

Job locations

Adult ADHD & Autism Service, Manygates Clinic

Portobello Road

Wakefield

WF1 5PN


Job description

Job responsibilities

The post-holder will:

under the supervison/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.

Please refer to the attached Band 3 Job Description for more information.

Job description

Job responsibilities

The post-holder will:

under the supervison/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.

Please refer to the attached Band 3 Job Description for more information.

Person Specification

Qualifications

Essential

  • Band 2:
  • 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.
  • Band 3:
  • NVQ level 3 (or equivalent qualification) or, RSA lll.
  • Or, be able to demonstrate competency at level 3.

Desirable

  • Band 2 & Band 3:
  • Willingness to undertake further study/development.

Training

Essential

  • Band 2 & Band 3
  • 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.

Physical Attributes

Essential

  • Band 2 & 3:
  • 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).

Personal Attributes

Essential

  • Band 2 & Band 3:
  • 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.

Experience

Essential

  • Band 2:
  • 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.
  • Band 3:
  • 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

  • Band 2:
  • 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.
  • Band 3:
  • In working in a caring environment.
  • In dealing with the public.

Special Knowledge/ Skills

Essential

  • Band 2 & Band 3:
  • 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

  • Band 2:
  • 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.
  • Band 3:
  • Knowledge of information governance.
Person Specification

Qualifications

Essential

  • Band 2:
  • 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.
  • Band 3:
  • NVQ level 3 (or equivalent qualification) or, RSA lll.
  • Or, be able to demonstrate competency at level 3.

Desirable

  • Band 2 & Band 3:
  • Willingness to undertake further study/development.

Training

Essential

  • Band 2 & Band 3
  • 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.

Physical Attributes

Essential

  • Band 2 & 3:
  • 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).

Personal Attributes

Essential

  • Band 2 & Band 3:
  • 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.

Experience

Essential

  • Band 2:
  • 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.
  • Band 3:
  • 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

  • Band 2:
  • 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.
  • Band 3:
  • In working in a caring environment.
  • In dealing with the public.

Special Knowledge/ Skills

Essential

  • Band 2 & Band 3:
  • 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

  • Band 2:
  • 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.
  • Band 3:
  • Knowledge of information governance.

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.

Employer details

Employer name

South West Yorkshire Partnership NHS Trust

Address

Adult ADHD & Autism Service, Manygates Clinic

Portobello Road

Wakefield

WF1 5PN


Employer's website

https://www.southwestyorkshire.nhs.uk (Opens in a new tab)


Employer details

Employer name

South West Yorkshire Partnership NHS Trust

Address

Adult ADHD & Autism Service, Manygates Clinic

Portobello Road

Wakefield

WF1 5PN


Employer's website

https://www.southwestyorkshire.nhs.uk (Opens in a new tab)


For questions about the job, contact:

Rebecca Crisp

rebecca.crisp@swyt.nhs.uk

01924316492

Date posted

31 October 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£23,615 to £25,674 a year

Contract

Fixed term

Duration

1 years

Working pattern

Full-time, Flexible working

Reference number

C9378-W1198

Job locations

Adult ADHD & Autism Service, Manygates Clinic

Portobello Road

Wakefield

WF1 5PN


Supporting documents

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