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Talking Therapies Admin Assistant
3 months ago
Job summary
Sheffield Talking Therapies is looking for 2 admin assistants. The post holders will be core members of the administration team providing comprehensive, effective, timely and efficient admin support.Working within policies and procedures, the post holder will manage their own workload and operate on their own initiative, seeking advice/support if required.
Main duties of the job
Work effectively as part of an administration team.
Greet patients, visitors & staff and direct as necessary.
Ensure that all electronically held information is maintained in such a way that it is accessible to all relevant team members. Set up appropriate electronic filing systems to support this, ensuring filing systems and databases are kept up to date.
Post will be based citywide.
About us
Sheffield Health and Social Care NHS Foundation Trust is a major employer and provider of services. Our Service Users, Carers and Staff are central, and our Values are important, to the delivery of high-quality care.
Job descriptionJob responsibilities
To accurately collate and input data and produce statistics as and when required.
To maintain diaries, make appointments, arrange meetings etc. as and when required.
To take minutes/actions of meetings as and when required, including preparation and distribution of agenda and minutes.
To undertake general office procedures including photocopying and the distribution of mail as required.
To implement and update office systems/procedures as required, in collaboration with the team.
To be responsible for answering and fielding telephone calls appropriately from a wide variety of sources where there may be barriers to understanding.
To record telephone messages and act promptly if urgent responses are needed.
To process referrals made into the service and the booking of appointment.
To work effectively as part of a team to provide cover for other administration staff when required and to be flexible regarding working hours to meet theneedsof the service.
To maintain strict confidentiality in all aspects of work in line with Trust policies and Data Protection Act.
To plan/organisework using own initiative within set departmental parameters.
To undertake any additional duties as appropriate and delegated by theAdminTeam Manager.
Working days are Monday to Friday with shifts starting from 8:30 am and finishing no later than 5:00 pm. However, early morning, evening and weekend work may be required to suit the demands of the service.
Person SpecificationKnowledge & Skills
Essential
Effectivecommunication skills with the capacity to communicate with clients with tact, sensitivity, empathy, reassurance and firmness. Skilled at using Microsoft Office,email and internet. Capacityto prioritise and to progressa number oftasks despite interruptions constantly throughout the working day which regularly cause a change of task. Written and presentation skills. Excellent understanding of clinical confidentiality and issues around maintaining confidential records. Ability to input and analyse databases and spreadsheets for planning, organisational and audit purposes.Desirable
Knowledge of booking systems software. Knowledge of the full range of trust policies and management procedures Knowledge of Talking Therapies Services Knowledge of Health & Safety Act, Data Protection Act and other relevant legislationTraining & Qualifications
Essential
GCSE in Maths and English (Grade C or above or equivalent) NVQ Level II in Business Administration or equivalent.Desirable
Typing/word processing qualification or experience IT qualification equivalent to the competency level of ECDL/CLAIT etc.Experience
Essential
Experience of working in an office environment and carrying out general office/administrative procedures. Experience of liaison by telephone with a variety of people Experience of working with routine office equipment and systems Experience ofsupporting andminuting meetings.Desirable
Admin experience within an NHS department Evidenceof setting up and/or improving office systems. Experience of communicating with people who experience common mental health problems.Other
Essential
Ability to workMonday to Friday with shifts starting from 8:30 am and finishing no later than 5:00 pm. However, early morning, evening and weekend work may be required to suit the demands of the service. Positive attitude to clients. Ability to work effectively within teams. Capacity to work unsupervised, taking initiative where appropriate and work to deadlines. Proactive, with effectiveproblem-solvingskills Ability to prioritise workload Well organised