Job summary
30 Hours Per Week
We have an excitingopportunity for an enthusiastic and experienced Band 3 secretary or administratorto join our Musculoskeletal Community Service.
Individualswill work in highly motivated dynamic team of administrators andMusculoskeletal Physiotherapists in an out patient service. This role isintegral to our service as you will be the first point of contact for serviceusers, navigating them through their pathway and supporting the smooth andefficient running of the service.
Thisis a busy environment with competing demands, with service users at the centreof all we do. To fulfil this exciting role we will offer you support andsupervision to achieve your best outcomes and develop your skills andknowledge.
Thepost is based at New Street Health and Wellbeing Centre in Barnsley butoccasional travel between sites maybe required according to the needs of theservice.
All employees of the Trust are strongly encouraged to befully vaccinated against COVID-19 to protect patients.
We are aware that an increasing number of applicants areusing AI technology to generate responses on NHS Job application forms. We stronglydiscourage this and will conduct a thorough screening process before selectingcandidates to progress to the next stage. If you are using AI to enhance yourapplication, please disclose this in your NHS Jobs application form.
For full job description, please see attached supporting documents
Main duties of the job
The successful candidates must becomputer literate and have an excellent eye for detail and accuracy. You willhave access to patient records therefore compliance with our informationgovernance policies and procedures is essential.
You will need exceptional organisationalskills and be committed to consistently delivering a high quality service and bepassionate about ensuring people who use our service receive good qualitycustomer care.
This is a varied role wherecommunication skills are key to all that we do. Working in a service thatinterfaces with primary and secondary care colleagues.
You will beexpected to be flexible around working times which may include evening andweekend working.
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
Under the supervision and direction of theAdministrative Supervisor, within a delegated framework for agreed tasks and seekingsupport as and when necessary, provide a comprehensive, confidential, Secretarial and administrativeservice to clinical/support services, in an efficient 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 and outside the Trust, serviceusers and members of the public etc.
Work flexiblyto meet the needs of the service.
Develop and maintain good working relationshipsby being, flexible, adaptable, polite, positive and empathetic, communicatingeffectively and informatively.
Work with sensitivity and have agood understanding of the service provision and issues experienced by its users.
Prioritise own tasks, exercising a degree of independence,initiative and judgement. Assess situations,identify and resolve potential problems within own skill set. Refer and seekguidance on issues outside of postholders level of competency or authorityto the Administrative Supervisor.
Work withinwell-established departmental and Trust policies, procedures, protocols, guidelinesand established service delivery plans at all times.
Use effective verbal and written communicationatall times,incorporating tact, empathy, consideration, courtesy and confidentiality.Adapt style of communication to respond to others user communication difficulties.
Ensure the service experiencedis positiveand service user confidentiality is maintainedat all times. Treat usersof the service, colleagues etc, with respect, dignity, courtesyand in accordance with the Trusts Values.
Person Specification
Qualifications
Essential
1. As appropriate to the role:
2. NVQ level 3 (or equivalent qualification) or, RSA lll
3. Or, be able to demonstrate competency at level 3.
Desirable
4. Willingness to undertake further study and development.
Experience
Essential
5. Recent Secretarial and administrative experience and copy or audio typing.
6. Note/minute taking.
7. In using email, maintaining and updating paper and electronic diaries, arranging meetings.
8. In using Microsoft Word and other Microsoft applications, Excel, Outlook, PowerPoint etc.
9. In working as an effective team member with minimum supervision.
10. In working in a busy environment with competing demands.
11. Understanding of the need to maintain strict confidentiality.
12. In using a degree of initiative.
13. In organising and prioritising own tasks in order to meet deadlines.
Desirable
14. In working in a caring environment.
15. In dealing with the public.
Training.
Essential
16. Must be willing and able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
17. Must be willing and able to under go job development and training and maintain skills.
Special Knowledge and Skills.
Essential
18. Good written communication skills, with the ability to deal with and prepare routine written correspondence.
19. Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
20. In, decision-making and prioritisation.
21. Knowledge of Data Protection Act.
22. Customer care skills.
23. Good interpersonal skills.
24. Diversity and Cultural understanding.
25. Resilience to pressure and exposure to emotional, distressing situations.
26. Non-judgemental, empathetic manner.
27. Able to use observation skills to identify potential risks and act appropriately.
28. Demonstrates Trust Values.
29. Able to fulfil the requirements of the Trusts value based induction.
Desirable
30. Knowledge of information governance.
Personal Attributes
Essential
31. Ability to be flexible to meet the demands of the post.
32. Responsive attitude and approach.
33. Dress appropriately for the environment.
34. Ability to travel around the Trust as appropriate to role.
Physical Attributes.
Essential
35. 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).
36. Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).