Job summary
The post-holder will assist in any administrative duties with regards to the CASHER Team, including planning the rota/payroll.
The post holder will be expected to cover reception areas, dealing with the clients/carers and staff who contact the service, displaying understanding, diplomacy and confidentiality at all times. It is also expected that the post holder will cover a/leave & days off for other members of the CASHER Admin staff. Post holder must be willing to work flexibly.
The post holder will additionally follow delegated tasks through to completion. Working mainly without direct supervision, they will be expected to plan and manage their own time effectively, preparing correspondence, filing, and assisting in ad hoc general administrative duties.
The main role of this post is to provide a complete admin function of the CASHER Team. This will include maintaining detailed Excel Spreadsheets for all of the CASHER REACH-OUT Groups/ 1-1 Support Sessions/ All the young people that we see at hospital including the wards/ A&E / CASHER Weekend Clinic. These Spreadsheets are to be kept fully up to date as we need to gather detailed information to provide to our Commissioners ( the postholder must be prepared for possible disturbing/ sensitive detail/content of assessments ) . The role will also include putting the visits/contacts on to a Patient Records System in a timely /efficient manner.
Main duties of the job
The main role of this post is to provide a complete admin function of the CASHER Team. This will include maintaining detailed Excel Spreadsheets for all of the CASHER REACH-OUT Groups/ 1-1 Support Sessions/ All the young people that we see at hospital including the wards/ A&E / CASHER Weekend Clinic. These Spreadsheets are to be kept fully up to date as we need to gather detailed information to provide to our Commissioners ( the postholder must be prepared for possible disturbing/ sensitive detail/content of assessments ) . The role will also include putting the visits/contacts on to a Patient Records System in a timely /efficient manner .
To attend, participate in and take minutes at Connect/CASHER/CAMHS team meetings. Photocopying and laminating required materials as required
To maintain effective communication systems by forwarding messages to the relevant clinician or manager.
To liaise as required with other members of staff within the CASHER/Connect/YoutherapY/CAMHS Therapies team and other departments within NHS and outside agencies
To manage own workload ensuring teams receive appropriate and timely support
To be co-responsible for ordering of stationery and non-stock items (Oracle) on a weekly basis. Maintaining spreadsheets, filing invoices and chasing up late orders, as per Trust Policy.
To be aware of the workload and pressures and provide help and support to other members of the Young Person's Administrative Team as required or in their absence
About us
Blackpool Teaching Hospitals NHS Foundation Trust is ideally situated just a forty five minute drive from Manchester. The Trust provides services to the 440,000 residents of Blackpool, Fylde & Wyre and North Lancashire, as well as specialist tertiary care for Cardiac and Haematology patients.
As one of the United Kingdom's largest coastal resort, Blackpool has plenty to offer its residents -it's not just a good place to work; it's a great place to live. In addition to its bustling centre and historic seafront, the town is world famous for its many attractions, including the famous Blackpool Tower. Blackpool also offers a number of scenic cycling routes round our local parks and across the surrounding countryside, as well as boasting panoramic views of the coast on its picturesque Promenade. Further afield, Blackpool also benefits from less than three-hour connections via rail to Edinburgh in the north and London in the south.
Job description
Job responsibilities
The post-holder will assist in any administrative duties with regards to the CASHER Team, including planning the rota/payroll.
The post holder will be expected to cover reception areas, dealing with the clients/carers and staff who contact the service, displaying understanding, diplomacy and confidentiality at all times. It is also expected that the post holder will cover a/leave & days off for other members of the CASHER Admin staff. Post holder must be willing to work flexibly.
The post holder will additionally follow delegated tasks through to completion. Working mainly without direct supervision, they will be expected to plan and manage their own time effectively, preparing correspondence, filing, and assisting in ad hoc general administrative duties.
DUTIES AND RESPONSIBILITIES
To carry out CASHER Team administrative related duties as directed ( this will be the main purpose of this role.
To manage ( when required ) Connect/YoutherapY Service reception area, being the first point of contact for all visitors- attending to the needs of service users and staff appropriately.
To provide administrative service to Connect/YoutherapY Young Peoples Team and also CAMHS when needed.
To cover reception duties, book appointments for our clinicians, to manage incoming post, emails, messages, telephone calls, and deal with queries from clinical staff.
To attend, participate in and take minutes at Connect/CASHER/CAMHS team meetings. Photocopying and laminating required materials as required
To maintain effective communication systems by forwarding messages to the relevant clinician or manager.
To liaise as required with other members of staff within the CASHER/Connect/YoutherapY/CAMHS Therapies team and other departments within NHS and outside agencies.
To manage own workload ensuring teams receive appropriate and timely support.
To be co-responsible for ordering of stationery and non-stock items (Oracle) on a weekly basis. Maintaining spreadsheets, filing invoices and chasing up late orders, as per Trust Policy.
To be aware of the workload and pressures and provide help and support to other members of the Young Persons Administrative Team as required or in their absence.
It would be preferable if the applicant is able to use System 1 Patient Records System, EMIS, Word, Excel, Powerpoint, Oracle, Healthroster, Teams.
To provide cover for other administration staff within all Young Persons Services during holidays / sickness / etc.
To be responsible for participation in the Trust appraisal process, identifying own mandatory, professional, personal development and training needs.
There may be opportunities to undertake other duties and responsibilities of a similar level from time to time subject to prior agreement.
The list of duties and responsibilities is not intended to be fully comprehensive and may be amended to take account of changing circumstances or requirements following consultation with the post-holder.
Where necessary relevant training in the operation of new or unfamiliar equipment, software or procedures will be provided or arranged.
Job description
Job responsibilities
The post-holder will assist in any administrative duties with regards to the CASHER Team, including planning the rota/payroll.
The post holder will be expected to cover reception areas, dealing with the clients/carers and staff who contact the service, displaying understanding, diplomacy and confidentiality at all times. It is also expected that the post holder will cover a/leave & days off for other members of the CASHER Admin staff. Post holder must be willing to work flexibly.
The post holder will additionally follow delegated tasks through to completion. Working mainly without direct supervision, they will be expected to plan and manage their own time effectively, preparing correspondence, filing, and assisting in ad hoc general administrative duties.
DUTIES AND RESPONSIBILITIES
To carry out CASHER Team administrative related duties as directed ( this will be the main purpose of this role.
To manage ( when required ) Connect/YoutherapY Service reception area, being the first point of contact for all visitors- attending to the needs of service users and staff appropriately.
To provide administrative service to Connect/YoutherapY Young Peoples Team and also CAMHS when needed.
To cover reception duties, book appointments for our clinicians, to manage incoming post, emails, messages, telephone calls, and deal with queries from clinical staff.
To attend, participate in and take minutes at Connect/CASHER/CAMHS team meetings. Photocopying and laminating required materials as required
To maintain effective communication systems by forwarding messages to the relevant clinician or manager.
To liaise as required with other members of staff within the CASHER/Connect/YoutherapY/CAMHS Therapies team and other departments within NHS and outside agencies.
To manage own workload ensuring teams receive appropriate and timely support.
To be co-responsible for ordering of stationery and non-stock items (Oracle) on a weekly basis. Maintaining spreadsheets, filing invoices and chasing up late orders, as per Trust Policy.
To be aware of the workload and pressures and provide help and support to other members of the Young Persons Administrative Team as required or in their absence.
It would be preferable if the applicant is able to use System 1 Patient Records System, EMIS, Word, Excel, Powerpoint, Oracle, Healthroster, Teams.
To provide cover for other administration staff within all Young Persons Services during holidays / sickness / etc.
To be responsible for participation in the Trust appraisal process, identifying own mandatory, professional, personal development and training needs.
There may be opportunities to undertake other duties and responsibilities of a similar level from time to time subject to prior agreement.
The list of duties and responsibilities is not intended to be fully comprehensive and may be amended to take account of changing circumstances or requirements following consultation with the post-holder.
Where necessary relevant training in the operation of new or unfamiliar equipment, software or procedures will be provided or arranged.
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
- Knowledge of Microsoft Office including Word & Excel Spreadsheets/Teams/Oracle/Outlook/Word
- Knowledge of EMIS & also System One Patient Records
- ECDL
- Rota systems/Healthroster
- Will be shown payroll system
Experience
Essential
- Dealing with the general public
- Recent and relevant administration experience
- Knowledge of working in a healthcare setting
- IT/Keyboard skills
- Understanding of the Data Protection Act and knowledge of confidentiality at work
Skills
Essential
- Knowledge and experience Microsoft Office (Word , Excel , Outlook)
- Awareness of the Data Protection Act
- Good communication skills
- Understanding of confidentiality
- The ability to communicate effectively in English
Personal Qualities
Essential
- Neat / tidy appearance
- Personal confidence and ability to work on own initiative
- Ability to get on well as part of a team
- Conscientious, punctual and reliable
- Flexible approach to work
- Sensitive to needs of client group/will be working with distressing information involving young people
- Must be willing to cover for other Admin Team staff when on a/leave and work flexibly as to the needs of the service
- Car owner / driver and possess full UK drivers licence, or be mobile and able to visit locations as and when required
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
- Knowledge of Microsoft Office including Word & Excel Spreadsheets/Teams/Oracle/Outlook/Word
- Knowledge of EMIS & also System One Patient Records
- ECDL
- Rota systems/Healthroster
- Will be shown payroll system
Experience
Essential
- Dealing with the general public
- Recent and relevant administration experience
- Knowledge of working in a healthcare setting
- IT/Keyboard skills
- Understanding of the Data Protection Act and knowledge of confidentiality at work
Skills
Essential
- Knowledge and experience Microsoft Office (Word , Excel , Outlook)
- Awareness of the Data Protection Act
- Good communication skills
- Understanding of confidentiality
- The ability to communicate effectively in English
Personal Qualities
Essential
- Neat / tidy appearance
- Personal confidence and ability to work on own initiative
- Ability to get on well as part of a team
- Conscientious, punctual and reliable
- Flexible approach to work
- Sensitive to needs of client group/will be working with distressing information involving young people
- Must be willing to cover for other Admin Team staff when on a/leave and work flexibly as to the needs of the service
- Car owner / driver and possess full UK drivers licence, or be mobile and able to visit locations as and when required
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
