Peripatetic Health Centre Co-Ordinator

South West Yorkshire Partnership NHS Trust

An opportunity has arisen for a motivated and enthusiastic team player to work within our Community Administration team as a Peripatetic Health Centre Co-ordinator. This is a varied and rewarding position within a friendly and busy team working at several sites in and around the Barnsley area.

The successful candidate will be able to work without direct supervision, display initiative and always ensure confidentiality.

This position will require you to work at different sites across the community to provide a comprehensive reception/administration support service. Training at each site will be given to the successful candidate. It is essential that the candidate has their own car in order to be able to transport themselves to work across several sites.

The working week will be:

Wednesday (pm) to Friday (18.75 hours per week, Wednesday 3.75 hours & Thursday, Friday 7.5 hours per day).

At the time of advertising, this role does not meet the minimum requirements set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, we are unable to sponsor anyone for a skilled worker visa for this role.

We are happy to accept applications from candidates who can prove their right to work in the UK or via alternative visa routes. Such applications will be considered alongside all other applications.

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

Main duties of the job

The candidate must be able to demonstrate exceptional customer service skills and have the ability to deal with a variety of situations. You must have the skill to promptly and efficiently deal with enquiries from service users and staff attending the sites.

The successful candidate will provide a comprehensive reception and administration support to the Community teams. Key duties include working within Electronic Patient Records (e.g., SystmOne), producing documents using Microsoft Office software packages, carrying out general clerical duties such as answering emails, scanning, stock ordering, receiving and putting away stock deliveries. Please note that audio typing and minute taking are not necessary for this post.

Whilst ensuring confidentiality at all times, the successful candidate will have the ability to work without direct supervision, communicate effectively, work as part of a team, use initiative and prioritise their workload in order to meet deadlines, maintain and record accurate details and have good organisational skills.

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 vacancy before the advertised closing date if necessary, so please apply as soon as possible.

Job responsibilities

JOB SUMMARY

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.

For full details of the role please see the supporting documents attached.

Person Specification

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).

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 the 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.

Qualifications

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

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.
• 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.

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