Team Administrator

Gloucestershire Health and Care NHS Foundation Trust; Rodborough; On-site; GBP 21,000 - 25,000; Full time

Benefits offered by this job

27 days leave plus bank holidays

NHS Pension

Flexible working opportunities

Job summary

Gloucestershire Health and Care NHS Foundation Trust is recruiting a Full Time Team Administrator for the Stroud Crisis Team. You will provide a full admin/secretarial service, take minutes, handle referrals, and support the Team Manager and Clinicians using RiO and other systems. Training will be offered.

You will handle calls, manage diaries, draft letters, and contribute to team compliance audits, ensuring confidential, high-quality administrative support.

Qualifications

• OCR / RSA Level 3 or Equivalent.
• Good literacy and numeracy skills.
• Previous experience of working in a Secretarial Role.
• Experience of NHS environment (Desirable).
• Experience with data input and records management.

Responsibilities

• Provide full and comprehensive administration/secretarial support.
• Take minutes and manage diary/appointments for the team.
• Handle correspondence and draft replies; prepare letters for the Crisis Consultant.
• Input data into databases and use RiO, E-Roster, ESR and Centros Integra as needed.

Skills

Minute taking

Diary management

Customer care

Confidentiality

Communication skills

Education

OCR / RSA Level 3 or Equivalent

Tools

Microsoft Office

Job description

We love what we do and we think you will, too!

At Gloucestershire Health and Care NHS Foundation Trust (GHC), we provide joined-up mental health, physical health and learning disability services to people of all ages across Gloucestershire. We run community hospitals and provide care and support in people’s own homes and in a range of other locations across the county .

We are on a mission to enable people to live the best life they can and we have a vision to work together to provide outstanding care . We put people at the heart of our services, focusing on personalised care by asking ‘what matters to you ’.

We’re passionate about making sure that everyone can contribute to achieving our mission and w e are continually working to support healthy and happy high-quality team s in all areas of the Trust .

Our application process aims to understand each candidates knowledge, skills and experience. We have found that candidates that use AI to generate their answers can lack specificity and fail to address key criteria outlined in the job description.

It is really important to personalise your application to convey your individual skills, knowledge, and experiences effectively and for us to understand why you are applying for this role with GHC. We discourage over reliance on AI-generated applications as it will lessen your chances of success in securing an interview with us .

Job overview

*Internal applicants who wish to be considered for a secondment opportunity should discuss with their line manager the suitability of a possible secondment*

This is an exciting and varied opportunity to join our Inpatient Mental Health and Urgent care Admin Team at Weavers Croft, Stroud, as a Full Time Team Administrator for the Stroud Crisis Team.

If you have a ‘can do’ attitude, and enjoy building good working relationships, we welcome your application.

The post holder must possess a competent working knowledge of all Microsoft Office packages.

The role will include taking minutes at the team meeting, processing referrals and completing administration tasks for the Team Manager and Clinicians. On occasion typing up letters for the Crisis Consultant and making appointments for them and the Team. You will also be asked to support with some auditing and monitoring tasks for Team compliance's.

You will be completing administration tasks on RiO, our patient computer system, as well as using other systems for example E-Roster, ESR and Centros Integra, training will be offered.

You will also handle calls coming in to the Crisis Team and take appropriate messages in order to relay to the Clinical Team and Consultant.

The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.

Main duties of the job

Working for the Stroud Crisis Team, ensuring delivery of a full professional administration service providing assistance with administration and data .

To undertake typing, inputting onto a database and administrative work.

To project the professional image of the business through demonstrating excellent customer care and confidentiality in all activities.

Occasional typing up letters for the Crisis Consultant and making appointments for them and the Team.

Working for our organisation

We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people’s homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.

Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:

• 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
• 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
• 81% said that care of patients and service users is the Trust’s priority, compared with an average in comparable NHS Trusts in England of 64%.

This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.

Detailed job description and main responsibilities

To provide a full and comprehensive administration / secretarial service.

• To use own initiative in prioritising workload to ensure deadlines are met. When appropriate, propose changes to working practices to maximise efficiency / effectiveness of role.
• To produce copy and / or audio typing of correspondence, reports, presentations and spreadsheets, ensuring all documents are accurate and produced to a high standard.
• To use Microsoft Office packages to produce reports, spreadsheets, presentations, emails to a high quality standard.
• To handle all correspondence, including opening, redirecting, distribution and drafting replies to all mail.
• At times be responsible, in the Manager’s absence, for opening, actioning and responding to emails and other correspondence
• To be responsible for day-to-day diary management, arranging and co-ordinating meetings and to resolve conflicting diary appointments

Person specification

• OCR / RSA Level 3 or Equivalent
• Good literacy and numeracy skills
• Previous experience of working in a Secretarial Role
• Working knowledge of Microsoft Office packages e.g. Word, Excel, PowerPoint, Publisher and Outlook
• Experience of using multi-media technology i.e. smart boards, projector etc
• Experience of data inputting and data retrieval
• Ability to plan, organise and take minutes for meetings
• Good communication skills both written and verbal particularly when dealing with sensitive issues
• Previous experience of working within the NHS
• Previous experience of working within Mental Health
• Experience of using client data information systems Audio typing skills

When joining us, as well as becoming part of a team that makes a difference, we also offer:

• Free car parking at many of our sites
• 27 days leave plus bank holidays, increasing up to 33 days with long service
• A broad range of training and development opportunities, including apprenticeships up to Level 7 qualification.
• A multi-professional preceptorship programme for all Newly Qualified; Nurses, Nursing Associates, Internationally Educated Practitioners, Allied Health Professionals and Return to Practice Practitioners.
• Generous NHS pension and enhanced pay when if you work unsocial hours
• Flexible, family friendly and agile working opportunities
• Recognition and long service awards
• Fast Track physiotherapy
• Access to discounts and salary sacrifice schemes; including Cycle to Work, Car scheme and discounts on travel, leisure and retailers.

Applicants are advised to apply early as if a large number of applications are received for this post, we reserve the right to close the vacancy prior to the advertised date.

If you are aged 16-30, you may be eligible for financial and pastoral support from the King’s Trust, with who we are in partnership with to support your first 6 months in role. We will pass on your details to the King’s Trust who will be in touch with you if you are eligible. If you would rather not be contacted, please let us know.

For more information please see the attached 'Additional Information for Applicants' document.

Good luck with your application.

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.