Job summary
We are recruiting for an Administrative Assistant who wishes to join our team. You should share our passion and drive to ensure that our patients receive quality and compassionate care and work with us to ensure the Trust continues its journey towards "great people, great place".
An exciting opportunity has arisen for an Administrative Assistant within the Community Learning Disability team. This position is 35 hours per week and fixed term for 6 months. The role will predominantly support a piece of work to data cleanse the electronic patient record, but other duties will be expected of the successful candidate.
We are looking for a self-motivated individual who has good interpersonal skills, is able to work well on their own and as part of a team.
The role involves working as a member of the team providing comprehensive, professional, and efficient administrative support within the Learning Disability Team. Undertaking general administrative duties for the Clinical Staff as directed by senior administrative staff and team leaders.
The successful candidate will have administrative experience or working towards an administrative qualification. This position is suitable for a highly motivated team player who is able to work under pressure in a busy environment.
Main duties of the job
We are passionate about providing excellent CARE, which is why our values are Compassion, Accountable, Respect and Everyone counts. Our mission is to make sure that our community is at the heart of everything we do and that we hold our values across all our services.
We are committed to endorsing inclusion, diversity and multiculturalism throughout out services and as such, our procedures and policies ensure that applicants are always treated fairly throughout the recruitment process.
Why not come and see for yourself the CARE we give to our patients and staff. Apply to be part of our team today.
About us
Across Hampshire and the Isle of Wight healthcare services are evolving and transforming to meet the continuing care needs of our population. Now is a very exciting time to join Isle of Wight NHS Trust as we enter this period of change.
This year Isle of Wight NHS Trust and Portsmouth Hospitals University NHS Trust have strengthened our partnership and formed a group giving us an opportunity to work together to be innovative in improving patient care and outcomes as well as improving the experience and opportunities for our people across the two organisations.
We have also been working with other local NHS Trusts across our region to create a new organisation, bringing together all community, mental health and learning disability services from across Hampshire and Isle of Wight. Subject to approvals, the new organisation will be called Hampshire and Isle of Wight Healthcare NHS Foundation Trust.
As part of the move towards working as one organisation, people employed in our community, mental health and learning disability services by the Isle of Wight NHS Trust on 30 April 2024, will transfer to Southern Health Foundation Trust under Transfer of Undertakings (Protection of Employment) on 1 May 2024.
On 1st July 2024 Southern Health will become the new organisation (Hampshire and Isle of Wight Healthcare Foundation Trust).
The Isle of Wight NHS Trust will continue to deliver both acute and ambulance services for the island population.
Job description
Job responsibilities
The role will involve:
- To deal with a wide range of administrative tasks to include arranging appointments, filing and supporting the administrative team in the general day to day running of the office
- Provide effective and efficient clerical and office support to the team as required.
- Carry out all administrative and clerical duties and any associated initiatives, efficiently and to a high standard.
- Keep accurate and clear records on all systems used by the service for both clients and staff.
- To prioritise workload to meet demands of service as agreed with Senior Administrator/Team leader.
- Organise meetings across health and social care system, using Outlook and make travel arrangements for staff as required.
- Photocopying, scanning, or filing as required.
- Answering the telephone and dealing with enquires on behalf of the team and resolve any services enquires.
- Maintenance of files, records, databases, reports, spreadsheets, website content and correspondence using Microsoft Office packages including Word, Excel and PowerPoint or bespoke software/databases.
- Provision of general housekeeping duties such as reporting faults with office equipment and/or chasing up departments as necessary.
- Undertake any duties commensurate with the post.
- To collect updates from appropriate service areas and support the service to produce regular performance and activity statistical data.
- Always ensure suitable communications and behaviour, in line with the Trust visions and values statement.
Attached you will find the person specification document which provides more detail about the essential and desirable skills and experience needed for this role. We highly recommend you review this document and use it when completing your application as these criteria are used by hiring managers as guidance during shortlisting.
Job description
Job responsibilities
The role will involve:
- To deal with a wide range of administrative tasks to include arranging appointments, filing and supporting the administrative team in the general day to day running of the office
- Provide effective and efficient clerical and office support to the team as required.
- Carry out all administrative and clerical duties and any associated initiatives, efficiently and to a high standard.
- Keep accurate and clear records on all systems used by the service for both clients and staff.
- To prioritise workload to meet demands of service as agreed with Senior Administrator/Team leader.
- Organise meetings across health and social care system, using Outlook and make travel arrangements for staff as required.
- Photocopying, scanning, or filing as required.
- Answering the telephone and dealing with enquires on behalf of the team and resolve any services enquires.
- Maintenance of files, records, databases, reports, spreadsheets, website content and correspondence using Microsoft Office packages including Word, Excel and PowerPoint or bespoke software/databases.
- Provision of general housekeeping duties such as reporting faults with office equipment and/or chasing up departments as necessary.
- Undertake any duties commensurate with the post.
- To collect updates from appropriate service areas and support the service to produce regular performance and activity statistical data.
- Always ensure suitable communications and behaviour, in line with the Trust visions and values statement.
Attached you will find the person specification document which provides more detail about the essential and desirable skills and experience needed for this role. We highly recommend you review this document and use it when completing your application as these criteria are used by hiring managers as guidance during shortlisting.
Person Specification
Qualifications
Essential
- English Language and Mathematics GCSE at grade A to C or equivalent.
Desirable
- Demonstrated NVQ level 2 in administration or related equivalent experience desirable
Knowledge
Essential
- Computer literate and have a good working knowledge of Microsoft office applications including Word/Excel/Outlook and experience with Information systems/databases.
- Skilled in management of telephone enquires (Polite and professional telephone manner, passing on appropriate information in a timely and effective manner)
- Demonstrated ability to proactively maintain confidentiality
Desirable
- Knowledge of working within Health/Social Care setting is desirable.
- Excellent knowledge of local systems and processes
Physical Skills
Essential
- Excellent keyboard skills
- Good health with good attendance record and satisfactory health clearance.
- Able to sit at a computer for long periods and demonstrated ability to Work with computer screens always requiring concentration with frequent interruptions.
Aptitude
Essential
- Demonstrated; motivated team player, organised and orderly, self-starter and enthusiastic and willing to learn new skills.
- Adaptable and flexible approach to work.
- Friendly, approachable, non-judgemental and tolerant.
- Demonstrated reliability and honesty
- Demonstrated ability and willingness to set a positive example
- Demonstrated professional appearance
- Demonstrated confident to work on own initiative whilst adhering to departmental protocols.
- Demonstrated effective self-awareness and motivation and time management skills
Abilities
Essential
- Ability to listen and to record information accurately.
- Ability to work with minimal supervision and use own initiative.
- Ability to use initiative to solve non-routine problems
- Demonstrated ability to prioritise, negotiate and cope under pressure, often to tight deadlines.
- Demonstrated ability to learn from experience and continually improve.
- Demonstrated ability to stay calm under challenging circumstances
Communication Skills
Essential
- Awareness of the importance of good customer care relations
- Communicate confidently using good communication with all types of people, occasionally resolving difficult situations.
- Effective negotiation skills and the ability to manage difficult situations
Person Specification
Qualifications
Essential
- English Language and Mathematics GCSE at grade A to C or equivalent.
Desirable
- Demonstrated NVQ level 2 in administration or related equivalent experience desirable
Knowledge
Essential
- Computer literate and have a good working knowledge of Microsoft office applications including Word/Excel/Outlook and experience with Information systems/databases.
- Skilled in management of telephone enquires (Polite and professional telephone manner, passing on appropriate information in a timely and effective manner)
- Demonstrated ability to proactively maintain confidentiality
Desirable
- Knowledge of working within Health/Social Care setting is desirable.
- Excellent knowledge of local systems and processes
Physical Skills
Essential
- Excellent keyboard skills
- Good health with good attendance record and satisfactory health clearance.
- Able to sit at a computer for long periods and demonstrated ability to Work with computer screens always requiring concentration with frequent interruptions.
Aptitude
Essential
- Demonstrated; motivated team player, organised and orderly, self-starter and enthusiastic and willing to learn new skills.
- Adaptable and flexible approach to work.
- Friendly, approachable, non-judgemental and tolerant.
- Demonstrated reliability and honesty
- Demonstrated ability and willingness to set a positive example
- Demonstrated professional appearance
- Demonstrated confident to work on own initiative whilst adhering to departmental protocols.
- Demonstrated effective self-awareness and motivation and time management skills
Abilities
Essential
- Ability to listen and to record information accurately.
- Ability to work with minimal supervision and use own initiative.
- Ability to use initiative to solve non-routine problems
- Demonstrated ability to prioritise, negotiate and cope under pressure, often to tight deadlines.
- Demonstrated ability to learn from experience and continually improve.
- Demonstrated ability to stay calm under challenging circumstances
Communication Skills
Essential
- Awareness of the importance of good customer care relations
- Communicate confidently using good communication with all types of people, occasionally resolving difficult situations.
- Effective negotiation skills and the ability to manage difficult situations
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
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).
