Job summary
The
post-holder will:
under the supervison/direction of the
Administrative Supervisor, within a delegated framework for agreed tasks, be
aware of and able to undertake the basic, routine admin/communication
requirements of the service. Provide a confidential service to clinical/support
services, in an efficient manner.
follow and ensure the service is provided in
accordance with well-established policies,
procedures,
protocols and guidelines and service delivery plans.
demonstrate knowledge of the service to enable the post holder to contribute and inform
decision making
within the service.
may work within clinical environments
where basic conflict resolution may be
required.
work flexibly
to meet the needs of the service.
develop and maintain good working relationships
by being flexible, adaptable, polite, positive and empathetic providing and
receiving routine information.
work with sensitivity and have an understanding of the service and
issues experienced by users.
use effective verbal/written communication
at
all times,
incorporating tact, empathy, consideration, courtesy and confidentiality. Respond
to others communication difficulties.
assist in ensuring the
service experienced
is positive
and service user confidentiality is maintained
at all times. Treat everyone
eg, service users, their relatives,
visitors, colleagues etc, with respect, dignity,
courtesy and in accordance with the Trusts Values.
Main duties of the job
To
assist the department with routine office duties, appropriate to the role, for
example:
Word
processing of correspondence /reports/ other documents accurately via copy
or audio
To take
and transcribe notes
Dealing
with telephone calls/ messages
Photocopying/
Scanning/ Filing
Receiving
visitors/Reception
Monitor
and maintain department stationery supplies
Reporting
faults
Mail handling
Arranging
meetings, hospitality, venues, distributing agenda/notes
Managing
diaries
Deliver
excellent levels of service and address or report to the Administrative
Supervisor, in a timely manner, when these standards have not been met.
Support the
Administrative Supervisor as required.
Proactively and positively contribute to the achievement of business
outcomes through individual and team effort,
with the focus being on delivering excellent
customer services.
Work within
defined parameters, prioritise own tasks and respond to peoples needs.Refer and seek
guidance/supervision on issues outside of post holders level of competence or
authority.
Help to
promote an open, welcoming, person-centred culture seeking feedback from users of the service to aid service
improvement .
Produce clear
and accurate written correspondence as appropriate to the role, using competent
IT skills, accurate data inputting and use of Trust Intranet and Internet as
required.
Maintain accurate documentation.
About us
We
are a specialist NHS Foundation Trust that provides community, mental health
and learning disability services for the people of Barnsley, Calderdale,
Kirklees and Wakefield. We also provide low and medium secure services and are
the lead for the west Yorkshire secure provider collaborative.
Our mission is
to help people reach their potential and live well in their communities, we do this
by providing high-quality care in the right place at the right time. We employ
staff in both clinical and non-clinical services who work hard to make a
difference to the lives of service users, families and carers.
We encourage
and welcome applications from all protected characteristic groups, we value
diversity and want our workforce to be reflective of our communities.
Being
a foundation Trust means were accountable to our
members, who can have a say in how were run. Around 14,300 local people
(including staff) are members of our Trust.
Join
us and you will be one of over 4,500 staff committed to supporting and improving
the mental, physical and social needs of the thousands of people we meet and
help each year.
We
are committed
to safeguarding and promoting the welfare of children, young people and
vulnerable adults and expects all colleagues and volunteers to share this
commitment.
We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.
Job description
Job responsibilities
JOB SUMMARY
Service
user contact referred to in this Job description will only apply when working
within a clinical area.
The
post-holder will
under the supervision direction of the
Administrative Supervisor, within a delegated framework for agreed tasks, be
aware of and able to undertake the basic, routine admin/communication
requirements of the service. Provide a confidential service to clinical support
services, in an efficient manner.
follow and ensure the service is provided in
accordance with well-established policies,
procedures,
protocols and guidelines and service delivery plans.
demonstrate knowledge of the service to enable the post holder to contribute and inform
decision making
within the service.
may work within clinical environments
where basic conflict resolution may be
required.
work flexibly
to meet the needs of the service.
develop and maintain good working relationships
by being flexible, adaptable, polite, positive and empathetic providing and
receiving routine information.
work with sensitivity and have an understanding of the service and
issues experienced by users.
use effective verbal written communication
at
all times,
incorporating tact, empathy, consideration, courtesy and confidentiality. Respond
to others communication difficulties.
assist in ensuring the
service experienced
is positive
and service user confidentiality is maintained
at all times. Treat everyone
eg, service users, their relatives,
visitors, colleagues etc, with respect, dignity,
courtesy and in accordance with the Trusts Values.
Job description
Job responsibilities
JOB SUMMARY
Service
user contact referred to in this Job description will only apply when working
within a clinical area.
The
post-holder will
under the supervision direction of the
Administrative Supervisor, within a delegated framework for agreed tasks, be
aware of and able to undertake the basic, routine admin/communication
requirements of the service. Provide a confidential service to clinical support
services, in an efficient manner.
follow and ensure the service is provided in
accordance with well-established policies,
procedures,
protocols and guidelines and service delivery plans.
demonstrate knowledge of the service to enable the post holder to contribute and inform
decision making
within the service.
may work within clinical environments
where basic conflict resolution may be
required.
work flexibly
to meet the needs of the service.
develop and maintain good working relationships
by being flexible, adaptable, polite, positive and empathetic providing and
receiving routine information.
work with sensitivity and have an understanding of the service and
issues experienced by users.
use effective verbal written communication
at
all times,
incorporating tact, empathy, consideration, courtesy and confidentiality. Respond
to others communication difficulties.
assist in ensuring the
service experienced
is positive
and service user confidentiality is maintained
at all times. Treat everyone
eg, service users, their relatives,
visitors, colleagues etc, with respect, dignity,
courtesy and in accordance with the Trusts Values.
Person Specification
Qualifications
Essential
- As appropriate to the role
- NVQ level 2 ( or equivalent level qualification), or, RSA ll
- Or, be able to demonstrate competency at level 2
Desirable
- Willingness to undertake further study/development
Personal Attributes
Essential
- Ability to be flexible to meet the demands of the post.
- Responsive attitude and approach
- Dress appropriately for the environment
- Ability to travel around the Trust as appropriate to role
Special Knowledge Skills
Essential
- Good written communication skills, with the ability to deal with and prepare routine written correspondence.
- Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages
- In decision-making and prioritisation
- Good Customer care skills
- Good interpersonal skills
- Diversity/Cultural awareness
- Resilience to pressure and exposure to emotional/distressing situations
- Non-judgemental, empathetic manner
- Able to use observation skills to identify potential risks and act appropriately
- Demonstrates Trust Values
- Able to fulfil the requirements of the Trusts value based induction
Desirable
- Some Knowledge of Data Protection requirements
- Some knowledge of diversity/cultural requirements
- Some knowledge of Health & Safety issues and risk identification
- Some knowledge of moving & handling issues
Physical Attributes
Essential
- A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
- Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary
Experience
Essential
- In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc
- In using email, maintaining and updating paper and electronic diaries, arranging meetings
- In working as an effective team member with minimum supervision
- understanding of the need to maintain strict confidentiality
- In using a degree of initiative
- In organising and prioritising own tasks in order to meet deadlines.
Desirable
- Secretarial/administrative experience
- In copy typing /audio typing
- In working in a caring environment
- at a band 2 or equivalent level of
- competence
- Of NHS software programmes
- In working in a busy environment
- with competing demands.
Person Specification
Qualifications
Essential
- As appropriate to the role
- NVQ level 2 ( or equivalent level qualification), or, RSA ll
- Or, be able to demonstrate competency at level 2
Desirable
- Willingness to undertake further study/development
Personal Attributes
Essential
- Ability to be flexible to meet the demands of the post.
- Responsive attitude and approach
- Dress appropriately for the environment
- Ability to travel around the Trust as appropriate to role
Special Knowledge Skills
Essential
- Good written communication skills, with the ability to deal with and prepare routine written correspondence.
- Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages
- In decision-making and prioritisation
- Good Customer care skills
- Good interpersonal skills
- Diversity/Cultural awareness
- Resilience to pressure and exposure to emotional/distressing situations
- Non-judgemental, empathetic manner
- Able to use observation skills to identify potential risks and act appropriately
- Demonstrates Trust Values
- Able to fulfil the requirements of the Trusts value based induction
Desirable
- Some Knowledge of Data Protection requirements
- Some knowledge of diversity/cultural requirements
- Some knowledge of Health & Safety issues and risk identification
- Some knowledge of moving & handling issues
Physical Attributes
Essential
- A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
- Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary
Experience
Essential
- In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc
- In using email, maintaining and updating paper and electronic diaries, arranging meetings
- In working as an effective team member with minimum supervision
- understanding of the need to maintain strict confidentiality
- In using a degree of initiative
- In organising and prioritising own tasks in order to meet deadlines.
Desirable
- Secretarial/administrative experience
- In copy typing /audio typing
- In working in a caring environment
- at a band 2 or equivalent level of
- competence
- Of NHS software programmes
- In working in a busy environment
- with competing demands.
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.
