Job summary
Due to promotion, we are looking to recruit a dedicated and experienced administrator to join our friendly community team based at Huntington House, York. We are a team providing mental health support to older people in the York and Selby area.
If you are an individual with experience working in a demanding office environment, who is confident in using IT systems, has experience formatting letters and managing multiple diaries. Someone who thrives in a busy setting and is keen to join a team striving to make a real difference then we are looking for you.
The working hours for this role are 16 hours per week, Monday, and Tuesday 8.30 - 5pm this includes half hour unpaid lunch.
You must have the Right to Work in the UK in order to be successfully appointed to this role. Please note, this role does not meet the required eligibility criteria for sponsorship under the Skilled Worker visa and therefore the Trust is unable to offer sponsorship for this particular role.
Main duties of the job
Whilst having previous experience in an administrative role is essential, NHS or other health care experience is desirable but not essential. We are first and foremost looking for a colleague with a passion for helping people who believes in delivering excellent customer service, who has a keen interest in learning and working in a health care setting with a 'can do' attitude.
This role is at the heart of the multi-disciplinary team which means you will work closely with nurses, healthcare support workers, consultants and management to ensure that they have everything admin wise they need to provide the best possible care to our patients. We are looking for someone who is comfortable multitasking in a busy environment, someone who can communicate confidently, build strong working relationships with a variety of people, who can prioritise their workload and who is genuinely interested in understanding and supporting the challenges that mental health care provides.
Your main duties will be processing referrals to the team, booking essential assessment and treatment appointments, liaising with patients and carers and other stakeholders, typing letters using our Trust systems and maintain accurate, confidential patient records. For more details, please read carefully the job description, to be successful at shortlisting please briefly describe how you match this description citing examples to reinforce your experience.
About us
This position has a pro rata starting salary of £24,071 which rises to £25,674 after 2 years and a generous NHS pension scheme. As a member of our NHS Trust, you will receive a fantastic annual leave package (27 days pro rata which increases with service, plus bank holidays) and access to extensive staff benefits which includes:
NHS staff discounts in over 200 branded sites/stores.
A TEWV monthly staff prize draw
Car lease scheme
Access to Trust gyms
Option to purchase additional annual leave
Access to staff wellbeing support.
Staff recognition is very important to us; you may be recognised through the Greatix and Star Award schemes. Our Administrators are professionals and are a valuable asset to our organisation. We understand they have a key role in the support and delivery of our services and that their dedication helps us to provide safe and high-quality care for our patients. The kind of care we would want for our loved ones.
Our organisation is on a 'Journey to Change' and as part of this journey, creating a great experience for our staff is one of three big goals. Ultimately, our aim is to be a proactive, responsible and mindful employer, recruiting, retaining and training our people, for the right roles, at the right time.
Date posted
11 February 2025
Pay scheme
Agenda for change
Band
Band 3
Salary
£24,071 to £25,674 a year pro rata per annum
Contract
Permanent
Working pattern
Part-time, Flexible working
Reference number
346-NYM-109-24-A
Job locations
Huntington House
Jockey Lane
York
YO32 9XW
Job description
Job responsibilities
Our Trust is dedicated to supporting our colleagues in providing an excellent working environment and encourages everyone to share their progressive ideas. All staff have regular 1-2-1 supervisions and an annual appraisal, which provides lots of opportunity for celebration of achievements, and discussions around challenges, and your aspirations.
You will work with as part of a team of administrators to deliver comprehensive admin support. As a valuable member of the team, you will be expected to attend regular meetings to improve your knowledge and understanding of the services, you will also be required to minute meetings and keep accurate records and input accurately to the patient database. If successful, you will be supplied with a job plan and a fully supported induction.
A visit to the team would be most welcome, should you wish to ask any specific questions or request a visit please contact the Medical Secretary see below. This is a rewarding role working in a desirable team, if you feel this is the challenge for you then we very much look forward to receiving your application.
Person Specification
Qualifications
Essential
1. Level 3 Qualification in relevant field or equivalent experience or willingness to work towards Level 3 qualification in Leadership and Management.
2. Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above/New GCSE in Maths and English (Grade 4 to 9) are an essential requirement to be fully competent in the role
Desirable
3. RSA Level 2 or equivalent Secretarial/administrative experience in a clinical environment.
Experience
Essential
4. Experience of working in an administrative environment (diary management, filing systems, meeting coordination, minute taking, accurate data input, collating and presenting information)
5. Demonstrate experience of setting up and maintenance of administrative systems and processes
6. Accurately transcribe data from a variety of sources, which may include digital dictation software
7. Customer Service experience (face to face, answering calls, correspondence) confidentially and compassionately.
Desirable
8. Experience of handling monies/invoices and working within financial guidelines
9. Experience of supporting/supervising staff
Knowledge
Essential
10. Demonstrate comprehensice working knowledge of Microsoft Office applications.
11. Demonstrate understanding of data protection and the need for confidentiality and how to maintain this
12. Knowledge of following office systems and processes
Desirable
13. Knowledge of NHS systems
14. Knowledge of medical terminology
Skills
Essential
15. Demonstrate accurate keyboard skills through the ability to word process and format letters accurately
16. Good organisational skills and able to prioritise workload and work on own initiative within procedures.
17. Managing meeting agendas and accurate minute taking