Administrative Assistant Bank - Band 3

South West Yorkshire Partnership NHS Foundation Trust; Barnsley; On-site; GBP 21,000 - 27,000; Full time

Job summary

South West Yorkshire Partnership NHS Foundation Trust is seeking an Administrative Assistant to provide confidential secretarial support to clinical and support services within established policies and procedures.

Under supervision, you will handle word processing, minute taking, reception duties, diary management, and maintain databases/spreadsheets while supporting colleagues and ensuring timely service delivery to users and service users.

Qualifications

• Secretarial/administrative duties within established policies and procedures.
• Confidential handling of information and documents.
• Ability to transcribe minutes accurately.

Responsibilities

• Word processing of correspondence/reports/documents accurately.
• Take and transcribe minutes.
• Deal with telephone calls/messages.
• Reception duties and dealing with visitors.
• Monitor and maintain department stationery supplies.
• Create and maintain databases/spreadsheets.
• Maintain and update diaries and calendars.
• Provide cover for other team members.

Skills

Word processing

Minutes taking

Telephone handling

Reception

Databases

Spreadsheets

Diary management

Tools

Microsoft Word

Microsoft Excel

Job description

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. provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times. demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service. may work within clinical environments where conflict resolution may be required. act as principal point of contact for users of the service eg,individuals from within/outside the Trust, service users and members of the public etc., To assist the department with office duties, for example:

• Word processing of correspondence /reports/ other documents accurately via copy or audio
• To take and transcribe minutes
• Dealing with telephone calls/ messages
• Photocopying/ Filing/ Scanning
• Receiving visitors/Reception
• Monitor and maintain department stationery supplies
• Reporting faults
• Mail handling
• Arranging meetings, hospitality, venues, distributing agenda/notes
• Managing diaries
• Create and Maintain Databases/Spreadsheets
• Maintain databases
• Demonstrate duties to new starter
• Provide cover for other members of the team.

Deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to the Administrative Supervisor, in a timely and proactive manner when these standards have not been met, enabling appropriate action to be taken. Implement planned actions in response, communicating changes as appropriate.

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 were accountable to our members, who can have a say in how were 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.