Job summary
An exciting opportunity has arisen for a Senior Administrator to join our ever evolving team providing Administrative support to the Positive behaviour, Autism, Learning disability, Mental health Service (PALMS) where we have a proven track record of our Administrators developing and progressing to other careers within the NHS in a range of roles.
We are seeking to appoint an organised, motivated and forward thinking individual who can work flexibly and is committed to supporting the Leadership team meet the needs of Children and Young People (CYP) and their families across Hertfordshire.
PALMS is a friendly, cohesive and proactive team who value feedback. We empower all team members to contribute to the continuous development of the service and welcome innovation and change.
Main duties of the job
The ideal candidate will be:
- Experienced in working as a PA or similar
- Have advanced level knowledge of Microsoft Office Suite including Outlook, Word, Excel, MS Teams, SharePoint etc.
- Able to undertake a wide range of administrative tasks to support the leadership team, including having responsibility for a number of delegated duties as a part of a comprehensive administrative service.
- Flexible in their approach and have resilience under pressure
- Able to work both in a team environment and autonomously
- Innovative and self motivated
- Complex diary management assisting with workload commitments for Leadership Team
- A source of advice and guidance, and be a key point of contact for relevant enquiries from families, clinicians, internal and external stakeholders at senior levels.
- Able to build an effective relationship with the supported staff members and PALMS Team, ensuring efficient and appropriate levels of communication to achieve the aims of the role.
- Able to make appropriate decisions on matters arising and refer relevant matters on to the most suitable person and manage constant changes to plans and work without direct supervision and use independent judgement.
- Able to maintain a high degree of professionalism when working in settings where there is a highly emotive atmosphere.
About us
PALMS works across Hertfordshire providing a specialist multi-disciplinary approach. PALMS is a CAMHS commissioned service which offers individually tailored support for children and young people (CYP), aged 0-18 who have a global learning disability and/or Autism Spectrum Disorder, helping families to manage challenging behaviour, toileting, feeding and sleeping concerns which have not benefitted from community interventions and/or to support mental health needs which cannot be met with reasonable adjustment by other CAMHS services. Interventions include workshops, intervention groups, individual therapy, parent as therapist sessions, and a family clinic. PALMS aims to keep children and young people with their families thereby improving outcomes for all family members. PALMS predominantly applies narrative, systemic, positive behaviour, and bio-psycho social models adhering to the STOMP / STAMP and Transforming Care Agendas.
Job description
Job responsibilities
PALMS principally deliver a flexible service according to need and personal circumstances, in a planned way. For example, for a full-time worker this equates to flexibly working 37.5 across the working week. PALMS are open to flexible working and therefore part time / job share would be considered, working a minimum of 0.6 WTE.
We are committed to supporting flexible working options for staff, wherever possible, and welcome discussions on flexible working patterns to support our staff to maintain a healthy work life balance.We welcome diversity in our workforce and are interested in applicants from all backgrounds and ages
The post will be fixed term for 1 year and be based at Sandridge Gate Business Centre in St Albans joining the PALMS Administrative Team.
A full valid driving licence and access to a car insured to use for business purposes is essential (unless you have a disability as defined by the Equality Act 2010). Applicants to be aware that PALMS work within the ULEZ zone and any charges due to non-compliant vehicles can not be reimbursed by the Trust.
We can offer you:
- Regular appraisal, personal development planning and opportunities for continuing professional development. This includes specific support with regards to fulfilling the PALMS role
- Regular opportunities to meet as a team
- Involvement in service development
Interviews will be run either in person at one of our bases or using Microsoft Teams, full details and instructions will be provided to successful candidates.
Job description
Job responsibilities
PALMS principally deliver a flexible service according to need and personal circumstances, in a planned way. For example, for a full-time worker this equates to flexibly working 37.5 across the working week. PALMS are open to flexible working and therefore part time / job share would be considered, working a minimum of 0.6 WTE.
We are committed to supporting flexible working options for staff, wherever possible, and welcome discussions on flexible working patterns to support our staff to maintain a healthy work life balance.We welcome diversity in our workforce and are interested in applicants from all backgrounds and ages
The post will be fixed term for 1 year and be based at Sandridge Gate Business Centre in St Albans joining the PALMS Administrative Team.
A full valid driving licence and access to a car insured to use for business purposes is essential (unless you have a disability as defined by the Equality Act 2010). Applicants to be aware that PALMS work within the ULEZ zone and any charges due to non-compliant vehicles can not be reimbursed by the Trust.
We can offer you:
- Regular appraisal, personal development planning and opportunities for continuing professional development. This includes specific support with regards to fulfilling the PALMS role
- Regular opportunities to meet as a team
- Involvement in service development
Interviews will be run either in person at one of our bases or using Microsoft Teams, full details and instructions will be provided to successful candidates.
Person Specification
Training and Qualifications
Essential
- NVQ Level 4
- RSA III (or equivalent)
- Previous PA roles undertaken
Desirable
- oMicrosoft Office software training - specifically MS Word, MS PowerPoint, MS Excel, MS OneNote, MS Teams
Experience
Essential
- oStrong experience in liaising / negotiating with senior team members from internal departments and from external stakeholders
- oExperience of preparation of reports and taking of and producing formal minutes, together with preparing agendas and distribution of associated papers
- oExperience in drafting correspondence for approval
- oExperience of arranging complex conferences/seminars and large meetings
- oExperience in managing and prioritising a heavy workload
- oExperience of organising travel and accommodation requirements
- oAdvanced level knowledge of IT systems in particular word processors, spreadsheets, and presentation software
- oExperience of working in an office environment and knowledge of full range of secretarial procedures
Desirable
- oExperience of working within NHS / Healthcare environment
- oUse of shorthand
- oAdvanced knowledge of MS Office package
Knowledge & Skills
Essential
- oPrioritise and plan own workload in a busy non-routine environment to deadlines, delegating where appropriate and using own judgement to refer or escalate issues when necessary, and anticipating foreseeable problems
- oGood verbal communication skills including the ability to persuade, motivate and influence others into taking a course of action
- oGood written communication skills including the ability to summarise complex information in a concise and effective manner
- oHigh standard of accuracy in all written communications, including a high standard of English language and grammar
- oCommunicate sensitive and confidential issues in an appropriate manner
- oAn understanding of the correct presentation and formatting for formal letters, presentations, and emails
- oAble to work on a variety of tasks with deadlines at any one time with minimum of supervision
- oAble to effectively train others in appropriate tasks
- oRespond effectively and appropriately to external calls and queries from members of the public and external stakeholders
- oWell-developed office management skills including the reviewing and/or setting up of own systems
Personal Abilities
Essential
- oAbility to remain calm and work effectively under regular pressure
- oSelf-motivated and proactive
- oInnovative thinker
- oAbility to demonstrate empathy, sensitivity and tact.
- oAppreciation of the need for and requirements to maintain a very high level of confidentiality and discretion
- oExcellent attention to detail
- oMaintain concentration for long periods of time
- oCan create and foster strong professional relationships internally and externally with all levels
- oWilling and able to travel to other Trust sites or external locations when required
- oStrong collaborator to achieve goals
- oEffective, fluent and confident telephone manner
- oWillingness to uphold the Trust's values
- oCan identify own development needs and willing to undertake further training and development
Other Specifications
Essential
- oEligible to live and work in the UK
- oHold a full, valid, UK driving licence and have access to a car to use for business purposes (unless you have a disability as defined by the Equality Act 2010)
Person Specification
Training and Qualifications
Essential
- NVQ Level 4
- RSA III (or equivalent)
- Previous PA roles undertaken
Desirable
- oMicrosoft Office software training - specifically MS Word, MS PowerPoint, MS Excel, MS OneNote, MS Teams
Experience
Essential
- oStrong experience in liaising / negotiating with senior team members from internal departments and from external stakeholders
- oExperience of preparation of reports and taking of and producing formal minutes, together with preparing agendas and distribution of associated papers
- oExperience in drafting correspondence for approval
- oExperience of arranging complex conferences/seminars and large meetings
- oExperience in managing and prioritising a heavy workload
- oExperience of organising travel and accommodation requirements
- oAdvanced level knowledge of IT systems in particular word processors, spreadsheets, and presentation software
- oExperience of working in an office environment and knowledge of full range of secretarial procedures
Desirable
- oExperience of working within NHS / Healthcare environment
- oUse of shorthand
- oAdvanced knowledge of MS Office package
Knowledge & Skills
Essential
- oPrioritise and plan own workload in a busy non-routine environment to deadlines, delegating where appropriate and using own judgement to refer or escalate issues when necessary, and anticipating foreseeable problems
- oGood verbal communication skills including the ability to persuade, motivate and influence others into taking a course of action
- oGood written communication skills including the ability to summarise complex information in a concise and effective manner
- oHigh standard of accuracy in all written communications, including a high standard of English language and grammar
- oCommunicate sensitive and confidential issues in an appropriate manner
- oAn understanding of the correct presentation and formatting for formal letters, presentations, and emails
- oAble to work on a variety of tasks with deadlines at any one time with minimum of supervision
- oAble to effectively train others in appropriate tasks
- oRespond effectively and appropriately to external calls and queries from members of the public and external stakeholders
- oWell-developed office management skills including the reviewing and/or setting up of own systems
Personal Abilities
Essential
- oAbility to remain calm and work effectively under regular pressure
- oSelf-motivated and proactive
- oInnovative thinker
- oAbility to demonstrate empathy, sensitivity and tact.
- oAppreciation of the need for and requirements to maintain a very high level of confidentiality and discretion
- oExcellent attention to detail
- oMaintain concentration for long periods of time
- oCan create and foster strong professional relationships internally and externally with all levels
- oWilling and able to travel to other Trust sites or external locations when required
- oStrong collaborator to achieve goals
- oEffective, fluent and confident telephone manner
- oWillingness to uphold the Trust's values
- oCan identify own development needs and willing to undertake further training and development
Other Specifications
Essential
- oEligible to live and work in the UK
- oHold a full, valid, UK driving licence and have access to a car to use for business purposes (unless you have a disability as defined by the Equality Act 2010)
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).
