Job summary
Band 3 administrators are responsible for ensuring that a specific project, system or process is experienced by patients,service users, colleagues and the public as caring, patient focused efficient and effective through the provision of firstclass, administration support.
This is achieved by ensuring that our administration systems work to fully support the patient journey, by providing medical secretarial support or leading the provision of administration for a project, processor system and where appropriate providing day to day supervision of band 2 admin support.
The role is required to provide admin support to managers and clinicians and by making sure that required data on the service is accurate andprovided on time.
Our administrators are expected to be kind and responsive, professional and informative and to contribute to the quality of our services by demonstrating the behaviours detailed in the Trust 'CARE Values
Main duties of the job
o Ensures that the administration for the project, process, system or team they are responsible for is undertakeneffectively and efficiently to enhance patient care by implementing clear and robust systems, maximising the quality andaccuracy of outputs including data, reports and letters.
o Maximising effective use of resources available to project or team by the day to day supervision of band 2 admin staff (where appropriate).
o Supporting service users through their whole journey with our team or department. In some roles this may includedelivering training in small groups or on a 1-2-1 basis to support people to use systems or understand processes.
o To help service users and members of the public, stakeholders and contractors access our services and find the right place/information.
o Supports Management of systems on behalf of managers and senior clinical staff by overseeing, inputting andprocessing on systems e.g. Finance System, Roster System, ESR and Training Systems.
o Helping to ensure that the office/site is run effectively including ordering supplies and equipment as required liaising with other services including Estates/Facilities services where appropriate.
o To provide secretarial support to designated operational lead/senior clinicians and or managers including preparing meeting agendas, taking formal minutes at meetings, diary management, report and letter writing, post, petty cash etc.
About us
Rated 'outstanding' by the CQC, we've got a passion for delivering high standards of patient care and excellent services to improve the health of our communities. To do this we need outstanding people who share our values compassionate Aspirational Responsive Excellent
We know a commitment to equity, diversity and inclusion leads to better patient care and a happier workforce. We pride ourselves in being diverse and welcome applications from people with varied backgrounds, perspectives and experiences
We ask for information about your protected characteristics on our application forms. This isn't visible to anyone involved with shortlisting or interviewing you, except when you choose to be considered under the guaranteed interview scheme due to disability. Short listers will see two ticks alongside your application to ensure they apply the principles of the scheme to your submission
The data we collect helps us to ensure we are attracting diversity in our applicants, that all our colleagues have equitable access to career opportunities and supports us on our journey to being a Great Place to Work
As a flexible working friendly organisation, we want you to be able to work in a way that is best for us, for our patients and for you. Talk to us about a flexible working arrangement that won't involve sacrificing time for personal interests or family commitments. We'll support you to work flexibly in a way that will suits us both
See where you can go with KCHFTcareer pathways
Job description
Job responsibilities
The job description and person specification gives you all the information you need about this role. Please look carefully at the criteria in the person specification and tell us what you have done that shows you meet this in your application. If you need an application form in an alternative format please let our recruitment team know. All information you supply on your application should, to the best of your knowledge, be true and accurate.
Still have questions? The recruiting manager would love to hear from you, their contact details can be found in the job advert.
We can get a lot of applications for some roles so to be in with the best chance of being shortlisted please make sure you apply as soon as possible. A vacancy may close early if there is a lot of interest in the job.
At KCHFT we strongly encourage colleagues in clinical and non-clinical roles who have direct or social contact with patients to be fully vaccinated. In this way we will be doing all we can to ensure your safety and that of your colleagues and the patients we serve.
Find out more about the community differencehere.
Good luck! We cant wait to meet you and welcome you to #teamKCHFT, #cometocommunity.
Job description
Job responsibilities
The job description and person specification gives you all the information you need about this role. Please look carefully at the criteria in the person specification and tell us what you have done that shows you meet this in your application. If you need an application form in an alternative format please let our recruitment team know. All information you supply on your application should, to the best of your knowledge, be true and accurate.
Still have questions? The recruiting manager would love to hear from you, their contact details can be found in the job advert.
We can get a lot of applications for some roles so to be in with the best chance of being shortlisted please make sure you apply as soon as possible. A vacancy may close early if there is a lot of interest in the job.
At KCHFT we strongly encourage colleagues in clinical and non-clinical roles who have direct or social contact with patients to be fully vaccinated. In this way we will be doing all we can to ensure your safety and that of your colleagues and the patients we serve.
Find out more about the community differencehere.
Good luck! We cant wait to meet you and welcome you to #teamKCHFT, #cometocommunity.
Person Specification
Qualifications
Essential
- 2 A/AS levels (any grade) NVQ level3, BTEC diplomas, Certificates and Awards, International Baccalaureate diploma or equivalent or Level 3 qualification
Experience
Essential
- Proven experience in office systems, with advanced use of Microsoft Office, i.e. MS Word, PowerPoint, Outlook and Excel. Sound judgement and logical approach to complex situations, with ability to determine solutions.
Desirable
- NHS specific IT system experience Understanding of NHS Community Services Supervision of staff Basic experience of a financial system (preferably Agresso).
Knowledge
Essential
- For project/process admin: Knowledge and experience of working on a project or system implementation. For Clinical Admin Support: Audio typing skills Knowledge of appropriate area of Clinical terminology
Desirable
- An understanding of the NHS current agenda and challenges
Skills
Essential
- Excellent written and verbal communication skills. Excellent inter-personal skills and the ability to communicate and work effectively with a wide range of people from different backgrounds at all levels of seniority. Ability to record accurate minutes of meetings and present to a high standard. Proven standard of word processing skills, with a high standard of presentation and accuracy. The ability to plan and organise own workload without direct supervision. The ability to be innovative, objective as well as logical in resolving problems. The ability to maintain a high level of performance and meeting of deadlines even when faced with conflicting priorities of others. Ability to learn from mistakes as a positive learning opportunity and encourage others to do the same. The ability to prioritise and balance a range of competing tasks to deliver to agreed timescales.
Personal Attributes
Essential
- Ability to apply a common sense and logical approach to identify key or underlying issues in difficult situations and use initiative to solve problems. Ability to deal with distressing or emotional situations and discussions objectively and with emotional intelligence Ability to travel to diverse sites
Person Specification
Qualifications
Essential
- 2 A/AS levels (any grade) NVQ level3, BTEC diplomas, Certificates and Awards, International Baccalaureate diploma or equivalent or Level 3 qualification
Experience
Essential
- Proven experience in office systems, with advanced use of Microsoft Office, i.e. MS Word, PowerPoint, Outlook and Excel. Sound judgement and logical approach to complex situations, with ability to determine solutions.
Desirable
- NHS specific IT system experience Understanding of NHS Community Services Supervision of staff Basic experience of a financial system (preferably Agresso).
Knowledge
Essential
- For project/process admin: Knowledge and experience of working on a project or system implementation. For Clinical Admin Support: Audio typing skills Knowledge of appropriate area of Clinical terminology
Desirable
- An understanding of the NHS current agenda and challenges
Skills
Essential
- Excellent written and verbal communication skills. Excellent inter-personal skills and the ability to communicate and work effectively with a wide range of people from different backgrounds at all levels of seniority. Ability to record accurate minutes of meetings and present to a high standard. Proven standard of word processing skills, with a high standard of presentation and accuracy. The ability to plan and organise own workload without direct supervision. The ability to be innovative, objective as well as logical in resolving problems. The ability to maintain a high level of performance and meeting of deadlines even when faced with conflicting priorities of others. Ability to learn from mistakes as a positive learning opportunity and encourage others to do the same. The ability to prioritise and balance a range of competing tasks to deliver to agreed timescales.
Personal Attributes
Essential
- Ability to apply a common sense and logical approach to identify key or underlying issues in difficult situations and use initiative to solve problems. Ability to deal with distressing or emotional situations and discussions objectively and with emotional intelligence Ability to travel to diverse sites
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).
