Administrative Officer

2 months ago

Wetherby, United Kingdom South West Yorkshire Partnership NHS Trust Full time

Job summary

Myname is Lindsey Hoather, I am the team Manager for Wetherby YOI CAMHS.

I ampresenting an exciting opportunity for a Full Time Band 3 AdministrativeOfficer/Secretary based within Wetherby Young offenders institute providingboth administration and secretarial support to our team.

Theideal candidate will have administration and secretarial skills along with aproactive and mature manner with the ability to improve and implement officeprocesses and organise the office on a day-to-day basis. The post is suited tosomeone who enjoys being around others, has drive and passion for providingexcellent customer service and organising themselves and others.

Thesuccessful candidate will be experienced in using all Microsoft packagesincluding Word, Excel, Outlook and have experience in using electronic patientinformation systems and coordinating and supporting meetings. You must becomfortable working in a busy environment and able to perform effectivelywhilst dealing with interruptions.

For afull list of duties please refer to the job description.

Main duties of the job

The fundamental responsibilities of the posts are listed below, please refer to the Job Description and Person Specification for further details:

Using Systmone data base or similar, to interrogate patient information and update accordingly. All aspects of administration and secretarial duties, including, preparation and formatting of reports & letters, transcribing minutes and following up actions in a timely manner, management of emails and incoming queries. Knowledge and experience on Microsoft applications (email, excel and word) Direct telephone and face to face contact with the Teams within the establishment Management of the day to day functioning of the office Working closely with Team Manager and Implementing and improving administration / office processes for efficient and effective running of the service. Friendly and flexible thinking Ability to prioritise and work under pressure Use of ordering system / procurement of office stationery, training, and travel

About us

Weare a specialist NHS Foundation Trust that provides community, mental healthand learning disability services for the people of Barnsley, Calderdale,Kirklees and Wakefield. We also provide low and medium secure services and arethe lead for the west Yorkshire secure provider collaborative.

Our mission isto help people reach their potential and live well in their communities, we do thisby providing high-quality care in the right place at the right time. We employstaff in both clinical and non-clinical services who work hard to make adifference to the lives of service users, families and carers.

We encourageand welcome applications from all protected characteristic groups, we valuediversity and want our workforce to be reflective of our communities.

Beinga foundation Trust means were accountable to ourmembers, who can have a say in how were run. Around 14,300 local people(including staff) are members of our Trust.

Joinus and you will be one of over 4,500 staff committed to supporting and improvingthe mental, physical and social needs of the thousands of people we meet andhelp each year.

Weare committedto safeguarding and promoting the welfare of children, young people andvulnerable adults and expects all colleagues and volunteers to share thiscommitment.

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

Thepost-holder will:

under the supervison/direction of theAdministrative Supervisor, within a delegated framework for agreed tasks andseeking support as and when necessary, provide a comprehensive, confidential,Secreterial administrative service to clinical/support services, in anefficient and confidential manner.

provide services within well-establishedpolicies, procedures, protocols, guidelines, whilst acting within the requiredsphere of competences for the role at all times.

demonstrate sound knowledge of theservice to enable the post holderto contribute and inform decision making within the service.

may work within clinical environments whereconflict resolution may be required.

act as principal point of contactfor users of the service eg,individuals from within or outside the Trust, serviceusers and members of the public etc.

work flexiblyto meet the needs of the service.

Person Specification

Experience

Essential

Recent Secretarial/administrative experience and copy /audio typing. Note/minute taking. In using email, maintaining and updating paper and electronic diaries, arranging meetings. In using Microsoft Word and other Microsoft applications, Excel, Outlook , PowerPoint etc. In working as an effective team member with minimum supervision. In working in a busy environment with competing demands. 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

In working in a caring environment. In dealing with the public.

Training

Essential

Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area. Must be willing/able to undergo job development and training and maintain skills.

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).

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.

Qualifications

Essential

As appropriate to the role:: NVQ level 3 (or equivalent qualification) or, RSA lll Or, be able to demonstrate competency at level 3.

Desirable

Willingness to undertake further study/development.

Special Knowledge and 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. Knowledge of Data Protection Act. Customer care skills. Good interpersonal skills. Diversity/Cultural understanding. 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

Knowledge of information governance.

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