Administration Assistant

NHS; Wakefield; On-site; GBP 20,000 - 30,000; Full time

Job description

South West Yorkshire Partnership NHS Trust

An exciting opportunity has arisen to work in our busy Occupational Health & Wellbeing service based at Fieldhead Hospital in Wakefield. This is a shared service between South West Yorkshire Partnership Foundation Trust and Leeds & York Partnership Foundation Trust and also provides OH services to external contracts. The nurse-led Occupational Health & Wellbeing Service is looking to recruit an exceptional and enthusiastic full-time administration assistant to provide a comprehensive range of secretarial, administration and clerical duties to the multi-disciplinary Occupational Health Team.

Duties will include processing all post incoming into the Department, answering telephone calls, reception duties, scanning, booking appointments and typing.

The successful candidate will need to possess excellent communication skills and to work collaboratively with all key stakeholders. Excellent interpersonal skills are also required as you will be the first point of contact for enquiries and visitors into the department.

Previous occupational health experience would be desirable but not essential to the right candidate. Core hours are 8.00 - 4.00.

Main duties of the job

Undertake general office and reception duties including front desk, telephone and email:

1. Managing emails and tasks.
2. Answer and direct telephone queries, liaising with both internal and external colleagues, as necessary.
3. Matching new referrals to records, ensuring details are correct.
4. Dispatching reports, ensuring compliance with GDPR.
5. Processing health clearances for new employees.
6. Liaising with clinicians, managers, employees, HR, recruitment regarding ongoing cases.
7. Liaising with GPs/consultants to request medical reports regarding employees.
8. Order and maintain adequate levels of stationery and supplies, using ORACLE.
9. Any other clerical duties where indicated.

At the time of advertising, this role does not meet the minimum requirements (salary threshold or occupational requirements) set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, unfortunately, we are unable to sponsor anyone on a visa for this role at this moment in time.

All employees of the Trust are strongly encouraged to be fully vaccinated against COVID-19 to protect patients.

For full job description, please see attached supporting documents.

About us

We are a specialist NHS Foundation Trust that provides community, mental health and learning disability services for the people of Barnsley, Calderdale, Kirklees and Wakefield. We also provide low and medium secure services and are the lead for the West Yorkshire secure provider collaborative.

Our mission is to help people reach their potential and live well in their communities, we do this by providing high-quality care in the right place at the right time. We employ staff in both clinical and non-clinical services who work hard to make a difference to the lives of service users, families and carers.

We encourage and welcome applications from all protected characteristic groups, we value diversity and want our workforce to be reflective of our communities.

Being a Foundation Trust means we're accountable to our members, who can have a say in how we're run. Around 14,300 local people (including staff) are members of our Trust.

Join us and you will be one of over 4,500 staff committed to supporting and improving the mental, physical and social needs of the thousands of people we meet and help each year.

We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expect all colleagues and volunteers to share this commitment.

We do reserve the right to close the vacancy before the advertised closing date if necessary, so please apply as soon as possible.

Job responsibilities

Service user contact referred to in this Job description will only apply when working within a clinical area.

The post-holder will:

1. Under the supervision / direction of the Administrative Supervisor, within a delegated framework for agreed tasks and seeking support as and when necessary, provide a comprehensive, confidential, secretarial / administrative service to clinical/support services, in an efficient and confidential manner.
2. Provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.
3. Demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.
4. May work within clinical environments where conflict resolution may be required.
5. Act as principal point of contact for users of the service e.g., individuals from within/outside the Trust, service users and members of the public etc.
6. Work flexibly to meet the needs of the service.
7. Develop and maintain good working relationships by being flexible, adaptable, polite, positive and empathetic, communicating effectively and informatively.
8. Work with sensitivity and have a good understanding of the service provision and issues experienced by its users.
9. Prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of postholder's level of competency or authority to the Administrative Supervisor.
10. Work within well-established departmental/Trust policies, procedures, protocols, guidelines and established service delivery plans at all times.
11. Use effective verbal / written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to others' user communication difficulties.
12. Ensure the service experience is positive and service user confidentiality is maintained at all times. Treat users of the service, colleagues etc., with respect, dignity, courtesy and in accordance with the Trust's Values.

We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. Overreliance on AI-generated content in application forms is strongly discouraged and we will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form.

Person Specification

Qualifications

• As appropriate to the role:
• Or, be able to demonstrate competency at level 3.
• Willingness to undertake further study / development.

Physical Attributes

• A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
• Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).

Special Knowledge & Skills

• Good written communication skills, with the ability to deal with and prepare routine written correspondence.
• Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
• In decision-making and prioritisation.
• Knowledge of Data Protection Act.
• Customer care skills.
• Good interpersonal skills.
• Diversity / Cultural understanding.
• Resilience to pressure and exposure to emotional, distressing situations.
• Non-judgemental, empathetic manner.
• Able to use observation skills to identify potential risks and act appropriately.
• Demonstrates Trust Values.
• Able to fulfil the requirements of the Trust's value-based induction.
• Knowledge of information governance.

Personal Attributes

• Ability to be flexible to meet the demands of the post.
• Responsive attitude and approach.
• Dress appropriately for the environment.
• Ability to travel around the Trust as appropriate to role.

Training

• Must be willing / able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
• Must be willing/able to undergo job development and training and maintain skills.

Experience

• Recent Secretarial/administrative experience and copy / audio typing.
• Note / minute taking.
• In using email, maintaining and updating paper and electronic diaries, arranging meetings.
• In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook, PowerPoint etc.
• In working as an effective team member with minimum supervision.
• In working in a busy environment with competing demands.
• Understanding of the need to maintain strict confidentiality.
• In using a degree of initiative.
• In organising and prioritising own tasks in order to meet deadlines.
• In working in a caring environment.
• In dealing with the public.

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.

Employer name

South West Yorkshire Partnership NHS Trust