Administration Officer

NHS; Prudhoe; On-site; GBP 22,000 - 30,000; Full time

Job description

Cumbria, Northumberland, Tyne and Wear (CNTW) NHS Foundation Trust

Would you like to be part of a team that works well together, always there to help each other?

Applications are invited from suitably qualified and experienced candidates for an Administrative Officer to work in one of our Children and Young People's in-patient wards here at Ferndene.

Ferndene provides assessment and treatment for young people who have complex health, behavioural and emotional needs, including young people with a learning disability.

Inpatients is a very busy service, and the role is to support the multi-disciplinary clinical team, including the Ward Manager, to ensure that our service users receive high quality care from admission, during treatment, and up to their discharge from the wards.

The ideal candidate should:

• have experience of working with Microsoft packages and electronic record systems
• have proven experience of complex diary management
• have advanced typing skills
• have excellent customer care and communication skills
• have a good working knowledge of office procedures

This post is a full-time post, Monday to Friday, 09:00 am to 17:00 pm, 37.5 hours per week and is office based.

Main duties of the job

The post holder will support various multi-disciplinary team meetings, whereby there can be a number of meetings on a daily basis. They will be required to update the patient information system during the meeting and must be able to type in real-time, recording accurate information. The post holder will be responsible for coordinating admin actions following these meetings, including arranging further patient-related meetings in very limited timescales.

The post holder must have experience of general office duties such as ordering, petty cash, filing, and scanning, and carry out duties assigned to them to ensure a comprehensive, high-quality administration service.

The post holder must be confident dealing with service users face to face as well as telephone contact with internal and external sources.

As we promote collaborative working, you would be expected to cover absences within the admin team to ensure service continuity.

The ideal candidate should demonstrate the ability to deal with exposure to highly distressing or emotional circumstances and will be expected to participate in all relevant training courses appropriate to the role.

You should hold the required level of qualifications outlined in the Essential Criteria of the Personal Specification in the job description. If you do not meet this criteria, you may not be shortlisted.

About us

We aim to attract and retain a diverse, talented, and committed workforce, who are caring and compassionate, and therefore able to meet the demands of the modern NHS now and in the future. In return, we can offer a dynamic working environment in which to build a career.

Job responsibilities

Please find attached job description for full details.

We welcome your application.

Please give us a call if you would like to visit us at Ferndene or have a chat with us about the role.

Person Specification

Education and Qualification

• Word-processing skills at Level 3 (OCR/RSA Level 3 or equivalent qualification and/or demonstrable relevant experience) e.g., NVQ Level 3 in Business Administration (or equivalent)
• Audio Typing qualification or demonstrable equivalent experience
• General level of education to O-Level/GCSE or equivalent, including English and Maths
• NVQ Level 3 in Customer Care (or equivalent)

Knowledge and Experience

• Knowledge of NHS Policies and Procedures
• Working knowledge of Microsoft applications, including e-mail communication
• Ability to maintain and update Patient Information Systems e.g., RiO
• Good working knowledge of office procedures
• Previous secretarial/clerical experience
• Ability to uphold confidentiality at all times
• Able to prioritise and plan own workload
• Experience in processing CPA, Mental Health Act, and Safeguarding documentation
• Experience using stock ordering systems and petty cash systems
• Experience of working with medical records filing systems

Skills and Competencies

• Excellent communication and interpersonal skills, both verbal and written
• Good organisational and planning skills
• Typing in real-time
• Shorthand skills

Role/Team specific requirements

• Flexible attitude to cope with fluctuating workloads and the occasional requirement to cover other areas in cases of staff absence

Personal Characteristics

• Discrete in handling confidential and sensitive information

Additional Requirements

• Must be able to meet the mobility requirements of the post, in providing cover for other teams as and when agreed

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.