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Team Administrator Maxwell 136 suite

2 months ago

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

Job summary

We love what we do and we think you will, too

At Gloucestershire Health and Care NHS Foundation Trust (GHC), we provide joined-up mental health, physical health and learning disability services to people of all ages across Gloucestershire. We run community hospitals and provide care and support in people's own homes and in a range of other locations across the county.

We are on a mission to enable people to live the best life they can and we have a vision to work together to provide outstanding care. We put people at the heart of our services, focusing on personalised care by asking 'what matters to you'.

We're passionate about making sure that everyone can contribute to achieving our mission and we are continually working to support healthy and happy high-quality teams in all areas of the Trust.

This is an exciting and varied opportunity to join our Gloucester Crisis Team at Pullman Place Gloucester, as a Part Time Team Administrator for the Maxwell 136 Suite.

If you have a 'can do' attitude, and enjoy building good working relationships, we welcome your application.

The post holder must possess a competent working knowledge of all Microsoft Office packages.

Main duties of the job

The role will include ensuring that the Maxwell 136 Suite is fully stocked, clean and ready for any 136 admissions. Taking minutes at the team meeting, processing referrals and completing administration tasks for the Team Manager and Clinicians. On occasion typing up letters for the Crisis Consultant and making appointments for them and the Team. You will also be asked to support with some auditing and monitoring tasks for Team compliance's.

You will be completing administration tasks on RiO, our patient computer system, as well as using other systems for example E-Roster, ESR and Centros Integra, training will be offered.

You will also handle calls coming in to the Crisis Team and take appropriate messages in order to relay to the Clinical Team and Consultant.

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

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

To be responsible for a number of office systems including ordering stationery, petty cash, payment of invoices and fax / photocopier control.

To provide a full and comprehensive administration / secretarial service. This will include acting personally on behalf of the Manager and conducting / initiating discussions with staff and external persons.

To use own initiative in prioritising workload to ensure deadlines are met. When appropriate, propose changes to working practices to maximise efficiency / effectiveness of role.

To produce copy and / or audio typing of correspondence, reports, presentations and spreadsheets, ensuring all documents are accurate and produced to a high standard.

To use Microsoft Office packages to produce reports, spreadsheets, presentations, emails to a high quality standard.

To handle all correspondence, including opening, redirecting, distribution and drafting replies to all mail.

At times be responsible, in the Managers absence, for opening, actioning and responding to emails and other correspondence

To be responsible for day-to-day diary management, arranging and co-ordinating meetings and to resolve conflicting diary appointments

Person Specification

QUALIFICATIONS

Essential

GCSE level grade C education or equivalent Good literacy and numeracy skills NVQ Level 2 in administration or equivalent experience European Computer Driving Licence (ECDL) or equivalent Word Processing/Typing RSA II or equivalent

Desirable

NVQ Level 3 in administration or equivalent Minute taking Shorthand

LENGTH AND / OR NATURE OF 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 Experience of using customer/patient information system Experience of accurate Data Inputting and Retrieval Experience of maintaining a comprehensive, logical computerised filing system Minute-taking

Desirable

Experience in information analysis and provision of statistical reports Touch typing Audio/digital typing Diary management Previous experience of working within the NHS Previous experience of working within mental health