Job summary
Surry and Borders is looking for someone to act as a member of the senior admin team at our West base (currently Farnham Road hospital) for the AED service and to provide administrative support to the entire AEDS team, including Daycare and the ETT. Also to provide supervision to any band 3 staff members.
Work timing: 9 AM to 5 PM
Days: Monday to Friday
Working hours: 37.5 hours Per week
Location: Farnham Hospital, Farnham Road, Guildford,
Main duties of the job
o Take and transcribe a wide range of meeting minutes in an accurate and timely manner
o Receive and process referrals to the relevant clinician and system(s)
o Provide day to day supervision and monitoring of workload for Band 2 and 3 administrators.
o Update case notes on patient record system as required.
o Undertake regular managerial supervision and appraisal of administrators within the team, in conjunction with Band 5, if applicable
o Provide secretarial support to the team, as required, i.e. arranging meetings, ESR approvals, diary management, monitoring cover arrangements, arranging agency workers, logging incidents onto DCIQ, etc.
About us
Working for our organization
Surrey and Borders Partnership NHS Foundation Trust is the leading provider of health and social care services for people of all ages with mental ill-health and learning disabilities in Surrey and North East Hampshire. We also provide social care services for people with a learning disability in Croydon and ASD and ADHD assessment services in Hampshire.
We actively seek to engage people who use our services and our communities in improving the mental wellbeing of the local population. We work closely with other NHS and voluntary sector organizations who provide services and support people who use services and carers.
Surrey is a beautiful county lying just 30 minutes away from Central London and from the South Coast.
Our historic market towns and bustling districts are enveloped in wonderful countryside, and our excellent road and rail networks bring the rest of the country within easy reach.
For international travel, both Gatwick and Heathrow airports are nearby.
Would you like to work in an organisation that sits in the top 10 best NHS Mental Health, Learning Disability and Community Services Trusts to work for?This ranking is based on staff feedback in the 2023 NHS Staff Survey.
Job description
Job responsibilities
Monitor annual leave requests and sickness absence for manager, as required
Manage recruitment process for band 3 admin vacancies
Type up reports incorporating graphics and tables as required
Type all letters dictated or provided by the team
Book appointments on the patient record system for clinics and individual consultations
Answer telephone calls and relay any messages in a timely manner Creating bespoke documents for the team, such as leaflets etc.
Arrange team events, as required
Monitor data quality of administrative input
Undertake any ad-hoc duties as required by the service manager.
General administrative tasks such as answering incoming calls, answering and monitoring team emails, typing, copying, scanning, printing, laminating etc
Provide support to team members in setting up rooms for meetings
Check and book rooms for other team members upon request
Scanning documents for uploading to patient record system
Receive and respond to e-mails in an appropriate manner, forwarding where necessary
Monitor and raise purchase requisitions for stationery, services (such as interpreters) and supplies for the department.
To be part of the MDT (Multi-Disciplinary Team) and to attend weekly meetings.
Job description
Job responsibilities
Monitor annual leave requests and sickness absence for manager, as required
Manage recruitment process for band 3 admin vacancies
Type up reports incorporating graphics and tables as required
Type all letters dictated or provided by the team
Book appointments on the patient record system for clinics and individual consultations
Answer telephone calls and relay any messages in a timely manner Creating bespoke documents for the team, such as leaflets etc.
Arrange team events, as required
Monitor data quality of administrative input
Undertake any ad-hoc duties as required by the service manager.
General administrative tasks such as answering incoming calls, answering and monitoring team emails, typing, copying, scanning, printing, laminating etc
Provide support to team members in setting up rooms for meetings
Check and book rooms for other team members upon request
Scanning documents for uploading to patient record system
Receive and respond to e-mails in an appropriate manner, forwarding where necessary
Monitor and raise purchase requisitions for stationery, services (such as interpreters) and supplies for the department.
To be part of the MDT (Multi-Disciplinary Team) and to attend weekly meetings.
Person Specification
Qualifications
Essential
- NVQ Level 4 in Business Admin or equivalent experience (4 years)
Desirable
- Working within an NHS setting
Experience
Essential
- 4 years' experience of clerical and administrative work requiring a high degree of accuracy and working in accordance with policies/procedures
- Use of Microsoft Office or equivalent
- Taking minutes at Team and other meetings
Person Specification
Qualifications
Essential
- NVQ Level 4 in Business Admin or equivalent experience (4 years)
Desirable
- Working within an NHS setting
Experience
Essential
- 4 years' experience of clerical and administrative work requiring a high degree of accuracy and working in accordance with policies/procedures
- Use of Microsoft Office or equivalent
- Taking minutes at Team and other meetings
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).
