Job summary
- Main area
- Administrative and Clerical
- Grade
- NHS AfC: Band 4 (Pending Job Evaluation)
- Contract
- Permanent
- Hours
- Full time
- Part time
- Job share
- Flexible working
- Job ref
- 842-PCS-2629-23
- Employer
- Derbyshire Community Health Services NHS Foundation Trust
- Employer type
- NHS
- Site
- Ashgreen LD Services
- Town
- Chesterfield
- Salary
- £23,949 - £26,282 pa, pro rata
- Salary period
- Yearly
- Closing
- 08/06/2023 23:59
Employer heading
Adult Neurodevelopmental Service Lead Administrator
NHS AfC: Band 4 (Pending Job Evaluation)
The Trust is currently under-represented in terms of individuals from BME backgrounds and welcomes applicants from these communities. DCHS is also an LGBT inclusive employer. Selection will be on a basis of merit. The Trust has achieved the status of a Disability Confident Leader and guarantees to invite to assessment applicants who meet the criteria for the job vacancy. To ensure the diversity of the workforce and understand the differing needs of our communities, the Trust is committed to the principles of Positive Action.
Be outstanding – join an outstanding team!
COVID-19 We recognise that the Covid-19 pandemic has impacted on people in different ways. Please be reassured that at DCHS we understand this and have a risk assessment process in place, where this is needed, to ensure your safety.
Job overview
We’re looking for an experienced administrator to provide comprehensive administration support and lead for the Adult Neurodevelopmental Services.
You will be leading and managing a team of admin support staff.
The hours are full-time but we’d be happy to consider a part-time or job share arrangement.
You’ll need to be a good communicator who’s organised and able to work with limited supervision by using your initiative to make a positive difference.
You’ll need to be independent, flexible and creative and have the confidence to motivate colleagues to ensure that robust administrative systems are developed and incorporated.
You will need to lead and support admin staff to take a lead role in the Single Point of Access meetings for referrals coming into the service.
As this is a newly created post, the job description will go to job evaluation.
Main duties of the job
- To provide and be responsible for the effective co-ordination of front of house and administrative duties. To provide admin advice and support to the wider Adult Neurodevelopmental Service, including Deputy Area Service Manager, Area Service Manager, and the Senior Management Team.
- To provide management supervision and support all admins within the Adult Neurodevelopmental Service.
- To conduct IPR’s for all admin staff within Adult Neurodevelopmental Service and hold line management responsibilities.
- To support Clinical Operational managers with IPR’s for admin staff not within line management responsibilities.
- To actively manage and support Adult Neurodevelopmental Service admin’s sickness and absence.
- To support Adult Neurodevelopmental Service admin with annual leave and study leave.
- To be supported to manage issues of discipline, HR, grievance, as appropriate relating to Adult Neurodevelopmental Service admin, facilitating resolution at a local level. This would be supported by the Adult Neurodevelopmental Service deputy Area Service Manager.
- To assist with the recruitment of Adult Neurodevelopmental Service admin.
- To work autonomously and take appropriate actions and decisions in relation to the key tasks of the role.
- To ensure Trust policies, procedures and legislative directives are adhered to e.g. equal opportunities, Human Rights Act, Equality Act.
Working for our organisation
We believe Derbyshire Community Health Services NHS Foundation Trust is one of the best providers of specialist community healthcare nationally, employing more than 4,500 staff. But don't take it just from us, this is how other people and organisations rate us.
Rated an 'Outstanding' Trust by Care Quality Commission - September 2019
Winner: CEO – Top 10 Leaders, Health Service Journal - 2019
Detailed job description and main responsibilities
PLEASE NOTE: Please see attached Job Description and Person Specification. To apply, please click APPLY FOR THIS JOB - this link will take you to the TRAC Recruitment Site. You will need to register if you do not already have an account.
- Day to day supervision and management of the Team Administrators within ANS, working autonomously but seeking advice if necessary.
- Full working knowledge and implementation of administrative and organisational policies and procedures.
- Day to day diary management for Area Service Manager and Deputy Area Service Manager, providing a comprehensive and high-quality secretarial service and including typing/word processing of letters memos, minutes, reports, and other correspondence.
- Plan and organise meetings including chairing of meetings, preparation of agendas and papers, including formal minute taking at key meetings and committees.
- Produce documents, charts, tables, databases etc. use of Microsoft IT packages e.g., Word, Excel, Access, and Outlook.
- Exercise independent judgement and initiative based on acquired experience and knowledge when queries or problems arise, by taking appropriate action to resolve the problems.
- Act as a first point of contact for other Teams which includes daily contact with service users and/or carers, signposting, advising, and ensuring the timely communication of messages.
- Work on own initiative to handle routine and complex administrative tasks associated with the operation of the post and prioritise tasks as appropriate ensuring work is completed with the agreed timescale.
- Provide cover for Adult Neurodevelopmental Services Admin in other areas of the organisation as required.
- Maintain a professional and confidential approach to work at all times and be able to adhere to confidentiality when dealing with sensitive personal issues.
- Communicate complex sensitive information with internal departments and all relevant outside agencies ensuring all enquiries and urgent matters are dealt with politely, efficiently and in accordance with the Data Protection Act and that complicated issues are communicated in a simplified form and fully understood by all parties.
- Have the ability to adapt communication style in order to communicate effectively with people who have a Learning Disability and/or Autism.
- Work with other administrative team members to collectively implement policies and procedures to implement more efficient working practices.
- Communicate and liaise with other internal Trust departments, service users and their families through a range of interpersonal and IT media.
- Provide cover for colleagues in their absence to ensure a seamless administrative service for the wider Adult Neurodevelopmental Service.
- Report maintenance problems to the Estates Department and ensure appropriate priority is given to problems. Monitor and ensure problems are resolved.
- Take responsibility to ensure IT and photocopying equipment are fully functional
- To ensure high quality front of house standards and good first impressions for all visitors to the Adult Neurodevelopmental Services and wider Trust teams co-located at the base.
- Liaise with external agencies to arrange and co-ordinate workshops/courses and conferences.
- To arrange venues, equipment, refreshments, and correspondence for participants for workshops, courses, and conferences.
Person specification
Education, Qualifications and Training
Essential criteria
- RSA III in Typewriting or Word Processing (or equivalent experience)
- GCSE grade C or equivalent In English Language and Maths
- NVQ L3 and NVQ L4 in Business and Administration
- European Computer Driving Licence (or equivalent)
Experience and Knowledge
Essential criteria
- Experience of Administrative/secretarial duties in an office environment
- Demonstrable experience of managing staff, supervising, and developing staff.
- Experience and knowledge of using a variety of software programmes including Microsoft Outlook, Word, Excel, and PowerPoint
- Ability to work on own initiative and without direct supervision within procedural guidelines
- Ability to manage conflicting priorities, organise workload effectively and to meet deadlines
- Experience of arranging meetings effectively and diary management
- Excellent verbal and written communication skills
- Formal minute taking experience
Desirable criteria
- Experience at senior administration level or equivalent.
Skills and Attributes
Essential criteria
- Flexible approach to working practices
- Professional approach and be able to liaise and communicate at all levels within the organisation
- Aptitude for discretion when dealing with sensitive and confidential information
- Awareness of the requirement of confidentiality
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Mrs Giovanna Teer
- Job title
- Deputy Area Service Manager
- Email address
- giovanna.teer@nhs.net
- Telephone number
- 07780004134
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