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Main area: Administrative Services Grade NHS AfC: Band 3
Contract: Permanent
Hours:
* Full time
* Part time
37.5 hours per week (Monday to Friday 9.00am to 5.00pm)
Job ref: 311-B431-25
Site: Humphrey House
Town: Bury
Salary: £24,071 - £25,674 per annum
Salary period: Yearly
Closing: 30/01/2025 23:59
If you are Kind, Fair, Ingenious and Determined then we want you to come and join our #PennineCarePeople.
An exciting opportunity has arisen for a band 3 administrator to join our Bury Pennine Care NHS Talking Therapies Team. We are looking to appoint someone with significant experience who can deliver comprehensive administrative support to our Therapists and service users.
The post requires a 'can do' attitude with excellent communication and organizational skills and the ability to build good relationships and excellent team working skills, maintaining the trust values at all times. One of the key elements of the role is to communicate effectively with mental health service users and the general public in a confidential, sensitive and non-judgmental manner.
Main duties of the job
* Work as part of a team that seeks to provide and maintain a high level of service to both internal and external service users accessing Pennine Care NHS Foundation Trust services.
* Provide comprehensive secretarial / administrative support within their directorate / area of work, whilst promoting a professional image and maintaining confidentiality at all times.
* Proactively promote working practices to meet Pennine Care NHS Foundation Trust’s policies, procedures and annual objectives with regard to the identified area of work.
Working for our organisation
We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.
Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We’re really proud of our #PennineCarePeople and do everything we can to make sure we’re a great place to work.
All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.
Detailed job description and main responsibilities
* Responsible for prioritising and planning own workload on a day-to-day basis.
* Produce and distribute documents such as letters, memos, reports, managerial documents, mailshots, flyers, training packages and presentations, etc. using appropriate software, as requested by the manager.
* Make and receive telephone calls using courteous manner, whilst accurately and clearly transcribing, often complex, messages using own discretion / judgment to prioritise appropriate contact with team members.
* Co-ordinate referrals to the multi-disciplinary team and book appointments as directed.
* Deal with, and respond to, enquiries from a variety of organisations and individuals in a sensitive and confidential manner.
* Confidential handling of patient information / data, which can be both complex and sensitive.
* Arrange and co-ordinate meetings / events as required, e.g. training sessions and conferences, including the booking of suitable venues, refreshments, hotel accommodation and travel tickets using own judgment based upon requirements and availability. Processing of associated invoices.
* Service meetings including the preparation, collation and circulation of agendas and papers in advance of the meeting. Attend meetings and produce minutes for circulation to group members as soon as possible following the meeting.
* Open, stamp and record incoming / outgoing mail, distributing as appropriate in a timely manner.
* Establish and maintain effective record keeping systems and arrange the archiving of such documents / records as necessary.
* General administrative duties including photocopying, binding where appropriate.
* To work flexibly from other bases as required. You may also be required to work from other trust bases.
* Provide administrative support to the team with servicing meetings, training and clinics.
Person specification
Education/Qualification
* Relevant business or administration qualification or equivalent to NVQ 3
* English and Maths GCSE / or equivalent (Grade C minimum / GCSE Grade 9 – 4).
* ECDL
Experience
* Producing high quality reports and documents
* Experience of working within an office environment
* Experience of clerical / administrative work.
* Minute taking experience
* Familiarity with NHS systems (e.g. PARIS, EMiS)
* Experience of using electronic systems
Knowledge
* Knowledge of Microsoft programmes, particularly Word, PowerPoint, Outlook and the internet.
* Knowledge and basic understanding of the workings of the NHS.
Skills and Abilities
* Good organisational skills with the ability to effectively organise own workload, with some supervision.
* Good communication skills with the ability to liaise with a range of people at all levels (both internally and externally, using empathy and diplomacy.
* Confident whilst using the telephone.
* Excellent spelling, grammatical composition and numeracy skills
* Ability to work under pressure and deal with conflicting demands whilst achieving tight deadlines.
* Ability to work effectively using a degree of initiative.
* Ability to analyse large sources of data and translate into meaningful information in the form of graphs and charts
Sponsorship - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship.You can review the list of eligible role and requirements on the government website.
What happens after your application has been received?
You will be informed about the progress of your application following shortlisting via email. Only applicants who clearly demonstrate the criteria listed in the person specification will be shortlisted for interview. Interview invites will be sent out via email.
What happens if I am offered the position after interview?
The hiring manager will make contact with you to verbally offer you the position. The hiring manager will then inform Recruitment of the decision and provide relevant paperwork. You will be sent a formal conditional offer via email.
What pre-employment checks will I need to complete?
* Identity verification
* Right to work check
* Disclosure and barring service (DBS)/Criminal record check (dependent on role)
* Professional registration and/or qualification check
* Occupational health assessment
* Employment history and reference validation
All applicants external to NHS will be required to provide HMRC employment history to cover the most recent three years. This information will be used to validate employment history and references as part of pre-employment checks.
If you are offered a position with us and you require sponsorship to support your right to work, we will review your eligibility in line with government guidance. If the role you have been offered is not eligible for sponsorship, and you are not able to evidence your right to work, your conditional offer could be withdrawn.
What happens when pre-employment checks are complete?
Recruitment will liaise with you and the hiring manager to arrange a start date for your new position. You will then be booked on to a Trust Welcome Session and be sent your Pennine Care NHS Terms and Conditions.
Other important information
* We are committed to equality, diversity, and inclusion (EDI) and recognise the importance of ensuring our diverse service user population is reflected within our workforce. Unfortunately, we know that, at present, there is underrepresentation of our communities in our workforce. We welcome applications from people from diverse communities to help us grow, learn, be better and consider brilliant innovation diverse people bring.
* If you would like to be considered under the disability confident scheme, you will be guaranteed an interview if you meet the essential criteria on the person specification for the post.
* If you require reasonable adjustments to our recruitment process please phone us on 0161 716 3181 at the earliest opportunity. We will support you to complete your application.
* Unfortunately we are not able to guarantee the transfer of lease cars, or cover the costs of early termination charges.
* We have a strict policy on unsolicited contact from recruitment agencies. Please do not contact our hiring managers directly.
We reserve the right to close a vacancy earlier than the advertised closing date if a sufficient number of applications have been received. To ensure your application is considered, please submit at the earliest opportunity.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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