Tees Esk and Wear Valleys NHS Foundation Trust
An exciting opportunity has arisen for a kind and conscientious administrator to join our small and friendly, yet busy team based at Princess Road Clinic in Malton (North Yorkshire). Princess Road Clinic is home to community mental health team(s) and the Ryedale Memory team, which enables people to be seen as an outpatient, either at the clinic or in their own home.
As a member of the Ryedale Community mental health and Memory team, you will work in a dedicated team office, alongside other administrators. The team office is an area of high activity, and no two days are the same. If you are looking for a new challenge, enjoy variety in your work and are looking to be part of a team striving to make a difference, we will welcome your application for this role. This is a permanent position which is 30 hours per week- the hours can be worked either Monday to Friday (9am- 3pm) or 4 days per week (9am-5pm).
Main duties of the job
The role of the team administrator is at the heart of the multi-disciplinary team and is a pivotal role in the day-to-day operations of the teams. As part of the administration team, you will work closely with clinicians and support workers to ensure that they have everything they need to provide the best possible care to the service users and their families/ carers. We are looking for someone who is comfortable multi-tasking in a busy environment, someone who can communicate confidently, build strong working relationships with a variety of people, can prioritise their workload and work to deadlines.
The successful candidate will need to have excellent IT and organisational skills along with excellent communication skills which are essential for the role- both verbal and written; not only for liaising with colleagues, but also with regards to answering phone calls from patients, their families/ carers, and other professionals.
Whilst having previous experience in an administrative role is essential, NHS or other health care experience is not. We are first and foremost looking for individuals with a passion for people, customer service experience, an interest in working in a health care setting and a 'can do' attitude.
Job responsibilities
Main roles include attending team huddles/ multi-disciplinary team meetings, arranging team meetings- including support with the agenda and minute taking, monitoring shared mailboxes, receiving and uploading referrals onto the electronic system, making appointments, diary management and liaising with other agencies. There will also be an expectation to cover other administration colleagues during periods of leave (which can be across different sites), as well as a busy reception which covers the adult working age team and the older persons team.
The successful candidate must also have the ability to be organised, efficient and have capacity to prioritise their workload whilst dealing sensitively with issues and maintaining confidential information.
Person Specification
Qualifications
* Diploma/NVQ Level 3 in Business Administration or equivalent (or willingness to achieve within an agreed timescale)
* ITQ Level 2 or equivalent or willingness to work towards
* Key skills in literacy and numeracy Level 2 or O Level / GCSE in Maths and English grade C or above
Experience
* Secretarial/administrative experience in a clinical environment
* Experience of participation in service and quality improvement and initiatives
* Experience of training/supervising junior administrative staff
Knowledge
* Comprehensive knowledge of secretarial and administrative procedures and the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines.
* Comprehensive knowledge of Microsoft Office applications (Word, Excel and Outlook).
* Understanding of confidentiality and the associated legal and policy requirements.
* Working knowledge of medical/psychological terminology.
Skills
* Copy type and transcribe accurately from audiotape and/or shorthand, at a minimum speed of 50 wpm.
* Input data accurately / efficiently
* Demonstrate good organisational and diary management skills to include co-ordination of meetings and associated duties.
* Communicate effectively in the English language and demonstrate both verbal and written comprehension skill.
* Maintain concentration and attention to detail whilst also dealing effectively with interruptions.
* Work on own initiative, prioritise work and consistently meet deadlines.
* Depending on work area, supervise staff in a positive manner to facilitate delivery of an effective service.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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