Job summary
Administrator Band 3, 22.5 hours per week. (3
days per week)
Due to the transformation of our services, we
now have an exciting opportunity for an enthusiastic and proactive
administrator to join and enhance our Umbrella Pathway Team, which is the
assessment pathway for Autism. This team
is based in the Special Care Pathways office which provides administrative
support for clinicians, working with vulnerable children, children with
disabilities and complex needs across Worcestershire.
A willingness to learn and expand your skills
will be positively encouraged and we will provide you with resources to develop
and progress a long-term career.
The position is based in our office in Covercroft,
which also has staff parking available on site.
If you
would like to discuss informally if this is the right role for you, get in
touch with Recruiting Manager which can be found on the top right-hand side of
the advert.
Main duties of the job
The successful candidate will need to
have significant proven experience working within a busy team, demonstrate a
flexible approach, and have the ability to stay calm and always work
professionally.
As a highly organised individual you
will need the ability to prioritise and organise work so that tasks are
completed timely following agreed processes and always have the best interest
of the patient at the centre of everything you do. You also need to be willing
to work with senior management to improve and support the implementation of
change when needed.
It is
essential that you are proficient in IT skills including knowledge of the
Microsoft Office Packages along with excellent communication and interpersonal
skills.
Your varied role will be to provide
predominantly admin support for the Umbrella Pathway, however support for other
teams within the office may be required on an adhoc basis, therefore It is
essential that you are a team player and are able to adapt easily.
About us
We are community hospitals, neighbourhood teams and community health services across Worcestershire and the provider of Mental Health and Learning Disability services across both Herefordshire and Worcestershire. We work in partnership with other organisations to keep our community well at home for as long as possible.
We provide services for people of all ages, across a range of settings, experiencing both physical and/or mental health conditions.
We have an open and supportive culture, recognised by the CQC and other external regulators. We want you to thrive, offering you every opportunity to develop. We will support you; help you fulfil your ambitions with a varied and flexible training programme; and empower you to make positive changes within your team or service. We endeavour to offer an attractive work-life balance, with flexibility in our approach to help you get the most out of your career.
We provide our staff with direct access to a wealth of resources to support their wellbeing, from our Staff Mental Health and Wellbeing Hub, to wellbeing festivals or access to free online exercise classes.
At the core of our values, we are committed to equality, diversity, inclusion and human rights. We take every opportunity to strengthen our approach to equality and diversity in delivering best patient care and the employment of our staff.
We would encourage you to visit the Trusts Recruitment Microsite, click the Employer Website link.
Job description
Job responsibilities
- Undertake
administration/secretarial duties that are specific to the role.
- Arranging
appointments/meetings, as required, making appropriate arrangements to resolve
conflicting diary appointments e.g., booking venues, cancelling clinics etc.
- Prepare
meeting agendas and action minutes from them.
- Answer/deal
with telephone enquiries in a tactful and professional manner, recording any
messages efficiently.
- Prepare and
distribute reports/letters
- Maintain and
update spreadsheets as well as electronic patient system.
- Manage and
prioritise own workload effectively.
- Be a
flexible and supportive member of the team, providing cover during staff
absences or during times when there is high demand for administrative support,
this could include other bases if required.
For full details of the duties and criteria for the role
please refer to the job description and person specification attached.
Job description
Job responsibilities
- Undertake
administration/secretarial duties that are specific to the role.
- Arranging
appointments/meetings, as required, making appropriate arrangements to resolve
conflicting diary appointments e.g., booking venues, cancelling clinics etc.
- Prepare
meeting agendas and action minutes from them.
- Answer/deal
with telephone enquiries in a tactful and professional manner, recording any
messages efficiently.
- Prepare and
distribute reports/letters
- Maintain and
update spreadsheets as well as electronic patient system.
- Manage and
prioritise own workload effectively.
- Be a
flexible and supportive member of the team, providing cover during staff
absences or during times when there is high demand for administrative support,
this could include other bases if required.
For full details of the duties and criteria for the role
please refer to the job description and person specification attached.
Person Specification
Qualifications
Essential
- Educated to academic Level 3 (e.g.: A-Level, NVQ3, OCR/RSA3, City and Guilds 3) in a Business/ Administration related subject or Educated to academic Level 2 (e.g. GCSE Grade A-C) with considerable recent NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post
Knowledge
Essential
- Knowledge of a range of administrative/secretarial procedures.
- Detailed knowledge of Microsoft Office: Word / Excel / Outlook
- Understanding of the Data Protection Act and NHS Code of Confidentiality
Experience
Essential
- Recent, relevant Administrative/Secretarial experience (usually demonstrated by a minimum of 2 years experience)
Desirable
- Previous relevant NHS experience
Additional Criteria
Essential
- Ability to meet the travel requirements of the role
- Willingness to commit to continuing professional development
- Professional manner as a representative of the Trust
- Tact and discretion for dealing with confidential information
Skills & Abilities
Essential
- Ability to challenge poor behaviour
- Role modelling good behaviour.
- A positive attitude and able to act on feedback
- Ability to praise and be supportive to others
- Ability to communicate clearly and effectively in English in both verbal and written formats
- Intermediate IT skills. These will be tested at interview
- Numerate
- Accuracy and attention to detail
- Good organisational skills
- Able to demonstrate the ability to use initiative effectively
Person Specification
Qualifications
Essential
- Educated to academic Level 3 (e.g.: A-Level, NVQ3, OCR/RSA3, City and Guilds 3) in a Business/ Administration related subject or Educated to academic Level 2 (e.g. GCSE Grade A-C) with considerable recent NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post
Knowledge
Essential
- Knowledge of a range of administrative/secretarial procedures.
- Detailed knowledge of Microsoft Office: Word / Excel / Outlook
- Understanding of the Data Protection Act and NHS Code of Confidentiality
Experience
Essential
- Recent, relevant Administrative/Secretarial experience (usually demonstrated by a minimum of 2 years experience)
Desirable
- Previous relevant NHS experience
Additional Criteria
Essential
- Ability to meet the travel requirements of the role
- Willingness to commit to continuing professional development
- Professional manner as a representative of the Trust
- Tact and discretion for dealing with confidential information
Skills & Abilities
Essential
- Ability to challenge poor behaviour
- Role modelling good behaviour.
- A positive attitude and able to act on feedback
- Ability to praise and be supportive to others
- Ability to communicate clearly and effectively in English in both verbal and written formats
- Intermediate IT skills. These will be tested at interview
- Numerate
- Accuracy and attention to detail
- Good organisational skills
- Able to demonstrate the ability to use initiative effectively
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).
