Job summary
To provide a comprehensive administration and secretarial service to the multi-disciplinary team. The post holder will be responsible for the organisation of their own workload and delegated decisions/actions as deemed appropriate by the Admin Manager or Team Leader. The principle of high quality customer care is at the heart of this role and the needs of the service user will be the team's utmost priority.
Main duties of the job
1. To provide a comprehensive secretarial/administration service to the team, maintaining confidentiality at all times, and dealing sensitively with contentious and complex information.
2. To receive incoming telephone calls, taking messages/action as appropriate including making follow up calls as appropriate.
3. To maintain established admin systems, including regular input into the electronic systems (for which training will be given).
4. To provide admin support to the management team in respect of staff sickness reporting, annual leave, etc., via the e-rostering system (for which training will be given).
5. To undertake any additional projects for the team as identified by the Admin Manager.
About us
Southern Health is one of the largest NHS Foundation Trusts in the UK, specialising in mental health and learning disabilities, as well as offering physical health community-based services.
With a workforce of more than 7000 and a footprint that spans more than 200 sites across Hampshire, we're committed to providing the best possible healthcare, reaching a range of diverse communities, whilst placing patients and staff at the forefront of all our endeavours.
We are currently working closely with other NHS Trusts to combine all our collective community, mental health, and learning disability services, with the plan to create a new larger, more integrated and accessible organisation.
The transformation will happen in stages; Hampshire CAMHS, part of Sussex Partnership NHS Foundation Trust joined Southern Health in February 2024, with Isle of Wight NHS Trust mental health and community services transitioning across in May 2024. The final combination of Southern Health and Solent NHS Trust services is expected in late 2024, when our new organisation, to be known as Hampshire and Isle of Wight Healthcare NHS Foundation Trust, will be formed.
Our new Trust will continue to cater to the unique needs of different communities, making healthcare across the county more accessible, as well as offering staff more opportunities for career development, training and partnership working.
Join us as we embark on this exciting journey to shape the future of healthcare in Hampshire.
Job description
Job responsibilities
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.
We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
Person Specification
Qualifications
Essential
6. To be educated to GCSE level or equivalent in Maths and English.
7. Minimum -- Stage 2 RSA or equivalent.
8. Working knowledge of Microsoft Office.
9. Experience of working with the public.
10. The ability to deal appropriately and effectively with difficult situations, aggressive behaviour/language both on the phone and face to face.
11. The ability to organise and prioritise workload.
12. Ability to liaise with service users, professionals and the public.
13. Positive approach/attitude to mental health services and service users.
14. Ability to deal with varying demands with professionalism, tact and diplomacy.
15. Ability to promote and develop new ideas / opportunities for innovation and share these with staff as appropriate/relevant.
16. To work as a team player to ensure your support to the overall delivery of the service.
Desirable
17. RSA Stage 2 Audio Typing and relevant experience.
18. Advanced keyboard and touch-typing skills.
19. To be able to assist the broader team in IT systems.
20. Experience of working in a similar role in a Health/Social Care setting.
21. Working knowledge of NHS systems.
Experience
Essential
22. General administration experience required, good telephone manner, good typing skills are also required