Team Administrator: Trust Psychological Professions Workforce Team

2 weeks ago

London, United Kingdom Central and North West London NHS Foundation Trust Full time

Job summary

We are a small, friendly team and we are looking for a Administrative Assistant to join us. The Trust Psychological Professions Workforce Team has grown in the last few years and we need the support of an organised flexible and creative Administrator to be part of the work we are doing that is making a real difference to the working lives of our staff and therefore to the lives of service users and their families.

We want you to provide an efficient and effective business and administrative support service to the Team. The post-holder will be expected to work autonomously without immediate supervision and to ensure that all duties are carried out to a high standard in liaison with clinical and managerial staff.

Main duties of the job

The work of the team is varied, fun and involves a lot of working with others inside the team, in the wider Trust and beyond. We want someone who can help us with the organisation of the day to day administration of the team, diary and meeting organisation, supporting our communications and programmes of events as well as important data collection and reporting tasks.

About us

The post holder will work as an integral part of the Psychological Professions Workforce team. Working directly with the Trust Chief Psychologist, Trust Head of Psychotherapy and other senior members of staff in the team. Liaising with Trust Director of Therapies, PA to AHP Heads of Profession and others across the Trust including very senior staff members and psychological professionals. Liaison with external partners such as NSH England, University courses, other educational providers and events providers.

We can be flexible with the number of hours per week and the configuration of days. Some working from home is possible within the role.

Job description

Job responsibilities

Secretarial

PA support to Chief Psychologist, Head of Psychotherapy and other members of the Psychological Professions Workforce Team

To prepare and distribute documents, (letters, memos, assessments and reports, etc), by copy or audio typing using Microsoft office software ensuring that all policies and procedures are adhered to.

To be a point of contact for members of the Team, telephone calls, e-mails, correspondence and direct contacts with staff and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and to refer complex and sometimes confidential matters to relevant members of the team.

To deal with outgoing and incoming e-mails & correspondence, ensuring that incoming mail is distributed as quickly as possible.

To arrange and service meetings, taking minutes as and when required. Including, Trust Psychology Leadership Meeting, Trust Consultant Psychologists meeting, Psychological Professions Workforce Team meetings.

To actively manage diaries for the Chief Psychologist and Head of Psychotherapy.

To co-ordinate travel and accommodation arrangements.

Data Quality/Management

To ensure the accurate and timely completion of NHSE Trainee Clinical Psychologist data submission. Obtaining workforce data from psychologists and uploading to the NHSE portal at set times per year.

To provide data and IT support to members of the Team.

To undertake data-related pieces of work for the Team, including the use of reports and charts using Microsoft Excel.

With appropriate training, to be proficient in the use of inhouse systems and have the ability to produce reports, read data and produce spreadsheets.

To have an awareness and understanding of required targets.

Administration

To be responsible for the day-to-day business management of the team and to participate in the development, implementation and maintenance of office practices and procedures.

To support the organisation of Trust funded Continuing Professional Development training programme, training events, workshops and Quality Improvement Boards.

To support collation of information from psychological professionals relating to the allocation of NHSE funded training and Trust funded Continuing Professional Development training.

To support recruitment to posts within the team, using TRAC the online recruitment system, arrange & support interviews.

Oversee the system for recording, collating and monitoring Job Planning for Psychological Professionals

To arrange transport and book couriers as necessary.

To have an understanding of health and safety regulation and assist in maintaining a safe environment for patients and visitors to the department in accordance with Fire and Health and Safety procedures.

To take responsibility for ensuring that adequate stock levels of stationery and other equipment are maintained at all times.

To maintain an inventory of equipment issued to team members laptops, mobile telephones.

Support procurement & invoicing via Trust online systems

To carry out a range of administrative tasks and to be able to provide cover for other administrative/secretarial staff as and when required.

Communication

Team staff and colleagues operational and sensitive information.

Visitors/Public Non-clinical advice and information.

Psychological Professions staff receives and provides information relating to workforce.

Outside agencies Other NHS organisations, Universities and educational providers receives and provides information relating to the service.

Management of Resources

May be required to supervise the work of temporary and permanent administrative staff as and when appropriate.

Training

To participate in local induction of new employees to the team.

To participate in the Trusts supervision and appraisal programme.

To undertake any necessary training that is required to fulfil the objectives of the post and enhance personal knowledge and development including mandatory training

Person Specification

Qualifications

Essential

GCSE or other equivalent qualification RSA III or NVQ III or secretarial experience

Desirable

European Computer Driving Licence

Previous Experience

Essential

Relevant qualification or experience plus secretarial experience. Experience of working in health or health related environment Experience of working with staff at senior level Experience of working in health or health related environment

Desirable

Work within multidisciplinary teams.

Skills and Knowledge

Essential

Demonstrate effective organisational ability over a wide range of tasks: filing, diary management, record keeping, statistics. Ability to work in a flexible and organised manner, to prioritise and work to deadlines. Ability to communicate effectively in English, both verbally and in writing. Confidence to work on own initiative and to consult as needed. Ability to work positively in a team Ability to work under pressure.

Desirable

Knowledge of Client Administration Systems Ability to communicate in languages in addition to English

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