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Administrative Support Specialist

3 months ago

Hereford, Herefordshire, United Kingdom Herefordshire and Worcestershire Health and Care NHS Trust Full time

Position Overview

Role Level: Band 3 Administrator

Work Schedule: Fulltime

Are you ready to embrace a new opportunity? We are seeking a dedicated individual with the motivation, enthusiasm, and commitment to join our dynamic CAMHS community team. Our mission is to provide high-quality, responsive services to children and young people across a broad geographical area. Each day presents unique challenges, making adaptability, problem-solving skills, and a genuine desire to make a positive impact essential for this position. Proficiency in IT and familiarity with NHS IT systems, such as Care Notes, will be advantageous.

You will be responsible for a variety of administrative tasks, including managing correspondence, scheduling appointments, and handling inquiries from the public, service users, and partner organizations.

We take pride in delivering exceptional care to our patients throughout Herefordshire and Worcestershire. We are committed to supporting your professional growth and providing resources for your long-term career development. Additionally, we offer flexibility, ongoing professional training, and a comprehensive range of wellbeing initiatives. If you wish to explore whether this role aligns with your career aspirations, please reach out to our Recruiting Manager.

Key Responsibilities

The ideal candidate will possess:

  • Demonstrated experience in a fast-paced administrative environment.
  • A flexible mindset with the ability to manage multiple tasks while maintaining professionalism.

Your daily responsibilities will include:

  • Performing general administrative and secretarial functions specific to the CAMHS community crisis team.
  • Managing incoming and outgoing communications, including emails and letters.
  • Exhibiting excellent communication skills, as you will often serve as the initial point of contact for service inquiries and appointment scheduling.
  • Conducting general office duties such as typing, data entry, filing, and document scanning in accordance with Trust policies.
  • Coordinating and confirming appointments and meetings, including arranging hospitality and booking necessary resources.

About Our Organization

At Herefordshire and Worcestershire Health and Care NHS Trust, we collaborate to provide outstanding care. We operate community hospitals and health services across Worcestershire and deliver mental health and learning disability services throughout both counties.

Our dedicated workforce of over 4,500 professionals serves individuals of all ages facing various physical and mental health challenges from more than 100 locations.

We are committed to fostering an environment where you can thrive, offering flexible working arrangements for a healthy work-life balance, supporting your ambitions, and empowering you to drive positive changes within your team or service. Our commitment to diversity is reflected in our encouragement of applications from individuals of all backgrounds, cultures, and ethnicities.

What We Offer

  • 27 days of annual leave plus bank holidays, increasing to 33 days with long service.
  • Generous NHS pension scheme and enhanced pay for unsocial hours.
  • Flexible and agile working opportunities.
  • Comprehensive maternity, paternity, and adoption support.
  • A variety of staff networks, including LGBT+ and ENRICH (Equality Network for Race Inclusion and Cultural Heritage).
  • Health service discounts and online benefits, including excellent cycle-to-work and car salary sacrifice schemes.
  • Health and wellbeing initiatives.

If you would like to learn more about our organization, please visit our careers website.

Job Responsibilities

The successful candidate will be expected to:

  • Effectively manage and prioritize their workload.
  • Communicate information to colleagues and external contacts.
  • Exhibit excellent keyboard skills.
  • Professionally handle face-to-face, written, and telephone inquiries, ensuring messages are recorded and relayed appropriately.
  • Prepare for and participate in appraisal meetings and complete all mandatory training as required by the Trust.
  • Be a flexible and supportive team member, providing coverage during staff absences or peak demand periods.
  • Maintain accurate records in accordance with Trust policies and guidelines.
  • Type and word-process routine documentation, including letters, reports, and minutes.
  • Accurately input data into bespoke systems on a daily basis.
  • Adhere to local and national health and safety regulations and Trust policies.

For a comprehensive overview of the duties and criteria for this role, please refer to the job description and person specification.

Qualifications and Skills

Essential:

  • Knowledge of various administrative and secretarial procedures.
  • Proficient in Microsoft Office Suite: Word, Excel, Outlook.
  • Understanding of the Data Protection Act and NHS Code of Confidentiality.
  • Recent administrative experience, typically a minimum of 2 years.
  • Ability to communicate clearly and effectively in English, both verbally and in writing.
  • Strong organizational skills and attention to detail.
  • Willingness to engage in continuing professional development.
  • Professional demeanor when representing the Trust.
  • Ability to handle confidential information with tact and discretion.

Desirable:

  • Experience in the NHS.
  • Minute-taking skills.
  • Familiarity with audio typing.