Job summary 1. Job Overview Would you like to join an innovative organisation committed to the best possible care delivered by the best people? Beech Ward is looking for a compassionate and enthusiastic Team Administrator to join its team in Radlett, Hertfordshire. Beech Ward is a 15-bed low-secure service for men with mental illnesses and a history of offending behavior who are at significant risk of causing harm to others. It offers specialist psychological, psychiatric and behavioral therapies and complex specialist rehabilitation to help patients prepare for their return to life in society. This role is the perfect opportunity for someone committed to helping others who is seeking a new challenge in a dynamic and rewarding environment where no two days are the same. Staff benefits include 27 days annual leave, access to one of the UK's best pension schemes, flexible working options, childcare support, subsidized gym membership, access to discounts, and excellent training opportunities. Main duties of the job The post holder will be responsible for providing administrative support to staff based in multiple locations, as well as working closely with other members of the administration team to ensure an effective reception and admin service. As the first point of contact for visitors to the site/building the post holder is responsible for conveying the correct impression for the whole of the Trust. Key duties may include greeting visitors, answering, and redirecting phone calls, processing incoming and outgoing mail, booking rooms, preparing rooms for meetings and carrying out various admin tasks such as photocopying, scanning and archiving documents. Handling queries and maintaining data / information systems, completing typing tasks, including on occasion taking formal meeting minutes, chasing actions and outcomes. About us Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from the Care Quality Commission. Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout: Welcoming. Kind. Positive. Respectful. Professional. These values are at the core of who we are, everything we do, and how we do it Would you like to be part of the HPFT family? Would you like work with us to ensure our service users live the fullest lives possible they can? Would you like to be supported in your career to be the best that you can be? Date posted 31 January 2025 Pay scheme Agenda for change Band Band 3 Salary £25,329 to £26,958 a year per annum, pro rata (Inclusive of 5% HCAS) Contract Permanent Working pattern Full-time Reference number 367-LD&F-9132 Job locations Beech unit Kingsley Green Radlett WD7 9HQ Job description Job responsibilities Provide reception cover when necessary - Meet and greet all visitors to the site/building as the first point of contact. Maintain a log of staff and visitors entering and leaving the building. To answer, redirect and take telephone messages. Dealing with enquiries as appropriate. Ensuring all messages are relayed as quickly as possible to Managers and their teams. Sort and distribute incoming mail. Process outgoing mail (external and internal) as appropriate including franking post and preparing recorded/special delivery when required/ use of EnvoyPost print server. To maintain system for the booking of rooms and ensure the room are used as efficiently as possible. Ensure that meeting/clinical rooms are prepared ready for meeting/ treatment, with equipment as required. Photocopy, scan, fax, email, or archive documents as required. To implement staff safety systems as per policy. To act as Fire Marshall, including completion of evacuation register in the event of fire or practice evacuation to ensure the safe evacuation of the building and directing fire brigade on arrival. Ensure departmental inspections and health and safety risk assessments are carried out as required. To report and ensure equipment and environment faults are dealt with by relevant persons. Maintain petty cash systems as required following financial policies and procedures. Complete typing and other administration tasks as required. Organise patient transport for discharge, appointments, admissions. Arrange meetings / appointments on a regular basis. Book staff training as requested. To plan and update diaries as and when necessary. The post holder will be expected to establish and maintain effective bring-forward and filing systems. Be aware of and able to make adjustments to plans at short notice. To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department. Job description Job responsibilities Provide reception cover when necessary - Meet and greet all visitors to the site/building as the first point of contact. Maintain a log of staff and visitors entering and leaving the building. To answer, redirect and take telephone messages. Dealing with enquiries as appropriate. Ensuring all messages are relayed as quickly as possible to Managers and their teams. Sort and distribute incoming mail. Process outgoing mail (external and internal) as appropriate including franking post and preparing recorded/special delivery when required/ use of EnvoyPost print server. To maintain system for the booking of rooms and ensure the room are used as efficiently as possible. Ensure that meeting/clinical rooms are prepared ready for meeting/ treatment, with equipment as required. Photocopy, scan, fax, email, or archive documents as required. To implement staff safety systems as per policy. To act as Fire Marshall, including completion of evacuation register in the event of fire or practice evacuation to ensure the safe evacuation of the building and directing fire brigade on arrival. Ensure departmental inspections and health and safety risk assessments are carried out as required. To report and ensure equipment and environment faults are dealt with by relevant persons. Maintain petty cash systems as required following financial policies and procedures. Complete typing and other administration tasks as required. Organise patient transport for discharge, appointments, admissions. Arrange meetings / appointments on a regular basis. Book staff training as requested. To plan and update diaries as and when necessary. The post holder will be expected to establish and maintain effective bring-forward and filing systems. Be aware of and able to make adjustments to plans at short notice. To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department. Person Specification QUALIFICATIONS/EDUCATION/TRAINING Essential Educated to Secondary Level with GCSE qualifications or equivalent. Desirable NVQ3/RSA3 or equivalent experience Willingness to complete apprenticeship PREVIOUS EXPERIENCE Essential Some experience of working in an office environment that gives knowledge of secretarial or administrative procedures andsystems, some of which are nonroutine andnon-routine activities such as answering queries, progress chasing, task-related problem solving, acquired through experience. SKILLS/KNOWLEDGE/ABILITY Essential Microsoft Word Packages Ability to organise and prioritise own workload. To be proficient in diary management. Proficient in email management Maintain a filing system, both paper and computerised systems. Knowledge of administrative systems, admission, patient information systems, hospital departments, clerical / office procedures, data input procedures acquired through on-the-job training Person Specification QUALIFICATIONS/EDUCATION/TRAINING Essential Educated to Secondary Level with GCSE qualifications or equivalent. Desirable NVQ3/RSA3 or equivalent experience Willingness to complete apprenticeship PREVIOUS EXPERIENCE Essential Some experience of working in an office environment that gives knowledge of secretarial or administrative procedures andsystems, some of which are nonroutine andnon-routine activities such as answering queries, progress chasing, task-related problem solving, acquired through experience. SKILLS/KNOWLEDGE/ABILITY Essential Microsoft Word Packages Ability to organise and prioritise own workload. To be proficient in diary management. Proficient in email management Maintain a filing system, both paper and computerised systems. Knowledge of administrative systems, admission, patient information systems, hospital departments, clerical / office procedures, data input procedures acquired through on-the-job training 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Hertfordshire Partnership University NHS Foundation Trust Address Beech unit Kingsley Green Radlett WD7 9HQ Employer's website https://www.hpft.nhs.uk/careers/ (Opens in a new tab)