Job summary
A fantastic opportunity has arisen for a conscientious and dynamic administrator to join one of our close-knit and supportive Community Mental Health Teams (CMHT), here in York.
The North CMHT is based in Huntington House and provides community-based support to people aged between 18 and 65 years old who are experiencing challenges with their mental health.
Huntington House is nestled to the west of Monks Cross, is a short walk away from the Community Stadium and Vanguarde Shopping Park. It is on the outskirts of York City Centre just inside the ring road (North), benefits from free on-site parking and is easily accessible by car, bus and bicycle.
As a member of this small and friendly team, you will work in an open plan office on the second floor of the building. This floor is also home to other community mental health teams and is anarea of high activity; 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.
Main duties of the job
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, extensive organisational skills, an interest in working in a health care setting and a 'can do' attitude.
This role is at the heart of a dedicated and caring team and is a pivotal role in the day-to-day administrative operations. As the Medical Secretary and Senior Administrator in the team, you will work closely with the Consultant, the wider medical team, and your administrative colleagues, supporting them in ensuring high standards are maintained and that they have everything they need to provide the best possible care for service users.
We are looking for someone pro-active and thorough, someone who feels comfortable multi-tasking in a busy environment, can prioritise their workload and work to deadlines; can build strong working relationships with a variety of people, by communicating effectively, confidently and compassionately.
About us
With a starting salary of £26,530 pro rata per annum, a generous NHS pension scheme, a fantastic annual leave package (27 days annual leave plus bank holidays) and access to other NHS staff benefits and discounts, it is fair to say that this job has a lot to offer. And, it's not just the NHS pay scaleand benefits that we offer that make joining our organisation an excellent choice, there are many training and development opportunities available, giving you the opportunity for career progression.
All staff have regular 1-2-1s, quarterly supervision meetings and an annual appraisal, which provides lots of opportunity for discussion around achievements, challenges and aspirations.
Staff recognition is very important to us; we work closely with colleagues to support development, the staff voice, and to recognise teams and individuals through our Greatix and Star Award schemes; highlighting the outstanding work being done every day.
We recognise that Administrators are professionals and are a valuable asset to our organisation. We understand that they have a key role in the support and delivery of our services and that their contribution helps us in achieving our aim of consistently providing safe and high quality care for our service users. The kind of care we would want for ourselves and for our loved ones.
Job description
Job responsibilities
The following responsibilities are examples, please refer to the attached Job Description for the complete picture.
Generic administrative activity such as: making telephone calls and answering the telephone, photocopying, filing, email communications, day-to-day calendar management (multiple calendars), anticipating and organising appointments/meetings/events, minute taking and transcribing, letter production and support the teams audit and reporting needs.
To be a point of contact for the Consultant and medical team.
To be a point of contact for service users, carers and visitors; responding to enquiries in a patient and helpful manner.
To assist in cross-cover support as required for other community teams.
To interact compassionately with colleagues, service users and carers at all times.
To promote a positive image of the mental health service, the Trust and the people who access our services.
Person Specification
Qualifications
Essential
1. BTEC Diploma/Level 3 Diploma in Leadership and Management OR equivalent ( NVQ in Business Administration). Plus a willingness to work towards the Level 5 in Leadership and Management within an agreed timescale.
2. IT Qualification ( ECDL Qualification or RSA) OR demonstrates equivalent knowledge gained through relevant work experience.
3. Key skills/functional skills in literacy and numeracy Level 2 OR O Level/GCSE Grade C and above OR New GCSE in Maths and English Grade 4 to 9.
Desirable
4. Certificate relating to Secretarial studies
5. Basic Medical Terminology certificate
Experience
Essential
6. Provides evidence of significant experience of working in an administrative environment including digital audio typing, Microsoft Office applications, diary management, filing systems, collating and presenting information
7. Evidence of leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service
8. Evidence of implementing and maintaining systems and processes within an administration team
9. Demonstrates ability to manage multiple calendars, co-ordinate meetings and associated duties
10. Evidence of data extraction and report preparation
11. Evidence of participation in service and quality improvement activity
12. Demonstrates accuracy and efficiency in inputting data and typing skills
Desirable
13. Working for the NHS or a different social care or health care provider
Knowledge
Essential
14. Accurately transcribe data from a variety of sources, including digital dictation software.
15. Flexible approach to working with the ability to use own initiative within role, using discretion when making decisions
16. Ability to work autonomously and proactively and be accessible to team to support workload
17. Adaptable approach to communication, professional with all staff, carers and service users
18. Organising and completing demands and workloads meeting deadlines using delegation where necessary
19. To be able to critically analyse, appraise and problem solve
20. Understanding of data protection and service user / staff confidentiality in line with defined procedures and guidelines
Desirable
21. Evidence of knowledge of Human Resources policies and procedures
22. Examples of negotiation and influencing skills