Perinatal Team Administrator

3 months ago

Gloucester, United Kingdom Gloucestershire Health and Care NHS Foundation Trust Full time

Job summary

This is an exciting opportunity to join a friendly and dynamic team within the Gloucestershire Perinatal Mental Health Service.

The service provides mental health assessment and treatment for women and their families during pregnancy and up to 2 years after birth.

In line with the NHS Long Term Plan we have expanded to see more women overall and to continue treatment, where required, in to the second year postnatally.

The post holder will become part of a comprehensive and efficient secretarial and typing service to the specialist team who maintain a focus on providing a quality service to patients.

We are looking for candidates with exceptional organisation and interpersonal skills, previous experience is essential and the ability to work well as part of a team but also to work on their own initiative.

Experience of working within a fast paced environment would be advantageous. The Service is in high demand and we are looking for colleagues who want some variety in their work, some responsibility, quick action and thrive on accuracy. The last year has seen an unprecedented level of referrals, and the team has expanded rapidly. Applicants will need to be aware that this role will be the first point of contact for the team, therefore often involves upsetting and distressing calls.

Main duties of the job

Answer the telephone in a professional, helpful and courteous manner, taking accurate messages and ensuring timely distribution Respond sensitively and compassionately to service users Manage and distribute all incoming and outgoing post in order to ensure effective communications for the department Maintain records accurately Accurate and timely completion of various paperwork in connection with staff Mental Health Screening Tools, annual, sickness, variation forms/new starter forms/maternity. Effective use of the Trust's Patient Information System (RiO) and Excel for extraction, recording and accurate inputting of data. Successfully arrange meetings and co-ordinate, collate and ensure accurate and timely distribution of papers. Take accurate minutes, and effectively distributed in a timely manner. Efficiently use appropriate systems to collect, collate and report data and information in an accurate format ( Microsoft Excel, Word, PowerPoint). Proactively manage invoices within Trust guidelines. Good record keeping and strict adherence to Petty Cash policy and the Trust Standing Financial Instructions. Support the administration of countywide training and awareness raising events,

About us

We have in excess of 5000 staff working over 50 sites, providing a diverse range of services. We strive to support an organisational culture that is welcoming, builds and celebrates inclusivity and diversity and provides a sense of belonging and trust.

The annual NHS Staff Surveygives our people the opportunity to tell us about their experience working at the Trust. For the 2023 survey just over 2800 colleagues gave us their views ( It was great to see from the results that colleagues are saying that:

believe they are making a positive difference to patients/service users; would recommend the organisation as a place to work; agree that care of patients and service users is the organisations priority; would be happy with the standard of care for a friend or relative

Our results put us as 5th nationally as a Community, Mental Health and Learning Disabilities NHS Employer of Choice and 1st equal amongst all NHS Provider Trusts in the South West. However, we know we have more to do and will continue to drive forward our commitment to making GHC a Great Place to Work.

Job description

Job responsibilities

The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.

Please refer to the Additional Information attachment before submitting your application

Person Specification

Qualifications

Essential

GCSE level education or equivalent (Literacy & Numeracy) European Computer Driving Licence (ECDL) or equivalent OCR/RSA III, QCF/NVQ Level 2 Business Administration or equivalent

Experience

Essential

Proven experience of unsupervised administrative work in a busy office environment Previous experience of using software packages such as Microsoft Office Word, Excel, PowerPoint, Outlook Agenda, minute taking experience

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