Job summary
Hello! Our names are Beth and Amanda,
and we are the team managers for the core and enhanced team in Wakefield. We
have a rare opportunity for a team secretary to join our services, through a
split post. The post will be split equally between the core and enhanced team
over 5 working days, however during periods of sickness and annual leave you
will cover one service. The postholder will work alongside our current team
secretaries.
We are looking for an
enthusiastic, motivated, and friendly individual who enjoys working in a busy
team environment. We need someone who will feel confident in undertaking a
range of tasks. If this sounds like something youd like to do or have
experience in administration work, then youre the person for us!
Our base is a community team
hub, where we work alongside other community services which helps to provide
flexibility, openness and ease for support and advice. The base is within a
central location with amenities, transport links and parking easily accessible.
If you feel you are interested
in this post, please contact us for an informal discussion or to meet us face
to face.
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.
Main duties of the job
The
successful candidate will support the current team secretary and the wider team
in the day to day running of the service. This will include answering telephone
calls, which can involve speaking to and liaising with other professionals and
service users which requires professionalism and upkeeping service user
confidentiality. They will also be able to alert wider team members to any
concerns relating to service users contacting the service.
They
will be confident in using IT systems, including social care systems and be
able to input and amend information as required into the system used within the
team. They will also be confident in typing letters for other members of the
team and sending out appointment letters to service users in a timely manner.
The
successful candidate will be confident in the management of the teams petty
cash and be able to keep appropriate records relating to this task.
The
successful candidate will be an efficient organiser, managing their workload
and be flexible to meet the needs of both services. They must have good time
keeping and record keeping skills.
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 Line
Manager/Administrative Supervisor, 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.
Job description
Job responsibilities
The
post-holder will:
under the supervison/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, 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.
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.
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.
Qualifications
Essential
- NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).
- Or, be able to demonstrate competency at level 3.
Desirable
- Willingness to undertake further study/development.
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.
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.
- 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.
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.
Qualifications
Essential
- NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).
- Or, be able to demonstrate competency at level 3.
Desirable
- Willingness to undertake further study/development.
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.
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.
