Job summary
- Main area
- Specialist Services
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Part time - 15 hours per week (Monday and Wednesday or hours over Monday, Tuesday and Wednesday)
- Job ref
- 274-10784-SP
- Employer
- Lincolnshire Partnership NHS Foundation Trust
- Employer type
- NHS
- Site
- Preferred base: Horncastle Connect or Grantham, Lincoln, Boston - to be discussed/agreed at interview
- Town
- Horncastle
- Salary
- £22,816 - £24,336 per annum pro rata
- Salary period
- Yearly
- Closing
- 08/05/2024 23:59
- Interview date
- 14/05/2024
Employer heading
CYP Administrator
NHS AfC: Band 3
Job overview
We are looking for a reliable and enthusiastic person to join our committed CYP Administrator team in Child & Young Persons Services for 15 hours per week (Monday and Wednesday or hours split over Monday, Tuesday and Wednesday) to provide secretarial and administration support. This is an office-based position in the Healthy Minds Lincolnshire team. There may be a need to travel to different bases if required to support the needs of the service or to attend training. Mileage is paid at a standard rate.
You will be a key member of a friendly team who will be responsibility for contributing to the smooth and efficient running of the office. The work will include referrals processing/contacting young people and families to book appointments and gather information, typing and formatting of correspondence, and other data requirements using Word, Excel and clinical systems. There may also be a requirement for note taking. You will be dealing with a wide range of enquiries in a welcoming yet professional and sensitive manner, ensuring confidentiality at all times. We will offer training and development opportunities for the successful applicant.
Main duties of the job
To undertake clerical / secretarial duties in support of clinical and non-clinical activity in the Healthy Minds Lincolnshire Service, ensuring administrative support is available to management and members of the team as appropriate.
This will include, but is not limited to:
- Support with inputting referrals.
- Organising appointments by telephone/letter.
- Typing letters.
- Diary management.
- Supporting and preparing training sessions.
- Liaising with internal and external providers, including education providers.
- Gathering information.
- Inputting data accurately.
- Helping to manage service housekeeping data/housekeeping reports using Excel and reporting systems.
- Navigating and updating clinical systems and electronic databases
- Supporting meetings, including the arranging, distribution of papers and note / minute taking.
- Ensuring good communication flows at all times through effective liaison.
- Maintaining the services’ shared online workspace.
Working for our organisation
Lincolnshire Partnership NHS Foundation Trust provides mental health services and a number of learning disability, autism and social care services in the county of Lincolnshire. Employing around 2,900 staff, and serving a population of over 768,400, our people lie at the heart of everything we do.
You could be part of a Trust rated by staff as one of the best mental health and learning disability trusts in England. We firmly believe the key to high quality care is a contented workforce. This is reflected in our Care Quality Commission rating of ‘outstanding’ for well-led and ‘good’ overall. In the most recent National NHS Staff Survey, our staff rated us as the number one trust nationally for staff morale and one of the top scoring NHS Trusts in the Midlands for being compassionate and inclusive. We’re really proud of this!
We offer options for flexible working and provide a wide range of training and promotion opportunities in all professions. We support and celebrate diversity, have active staff networks groups and are always looking at what more we can do to support our staff.
Whether you’re taking the first exciting steps in your career, itching for a new challenge or searching for a better place to raise a family, Lincolnshire has a range of rewarding health and social care careers in a county that’s friendly, fascinating, affordable and brimming with everything you need to live a happy life. Visit beinlincolnshire.com to find out more.
Detailed job description and main responsibilities
- To provide General administration duties to the team including answering phone, taking messages, dealing with enquiries, responding to emails, dealing with incoming and outgoing post, photocopying, scanning and assisting with the effective dissemination of information as appropriate.
- To input referrals, arrange appointments and ensure the clinical system is kept up to date.
- To process referrals coming into the service entering them onto the clinical system and to action the referrals with the relevant outcome.
- Using Microsoft Excel skills to provide support with understanding and managing the Team’s data and helping to complete housekeeping reports.
- To participate in providing a professional reception to the service, as and when required, and to ensure both telephone and personal enquiries are dealt with in a polite, confidential, and efficient manner. Communicating sensitively with anyone coming into the department maintaining strict standards of confidentiality.
- To respond to queries and incoming calls on a daily basis, which may be non-routine and can sometimes involve information of emotional and distressing circumstances, ensuring prompt attention in a professional and sensitive manner, assessing situations, and seeking further information/support where required.
- To manage own workload seeking advice when required, performing routine office procedures including, typing, and producing letters, producing basic reports ensuring all correspondence is produced to an accepted standard of quality and accuracy.
- To ensure essential paperwork and policies within the team are kept up to date, informing staff of changes and new policies.
- Assist in scheduling appointments/meetings using the diary management system in outlook, make room bookings and maintain the room booking diary.
- To ensure patient and staff confidentiality is maintained at all times adhering to Trust and national policy regarding same.
- Inputting a variety of information from various sources into the appropriate information systems, RIO, System One, Datix, ESR.
- To participate in Supervision and appraisal in line with Trust policy.
- To ensure all work is undertaken in line with Trust and national policy.
- Comply with and carry out safe practice in accordance with Trust policies and procedures, appropriate Codes of Conduct, the Mental Health Act (1983) and other relevant national and local guidance.
- To recognise the need for flexibility and be willing to undertake extra duties as and when required that are commensurate with the grade and responsibilities of the post including providing cover for other admin staff within the service, across the county.
- Participate in the provision of the extended hour’s service as required.
- Plan, organise and support with meetings as well as taking notes or minutes as required.
- Provide administration support to the Admin Lead, Team Coordinator and Service Manager where needed.
Person specification
Qualifications
Essential criteria
- NVQ 3 in Business Administration or equivalent qualification or relevant experience
- Good standard of general education including English
Desirable criteria
- RSA or equivalent qualifications
Experience
Essential criteria
- Considerable experience in an office administration role
- Extensive experience of Microsoft Office packages, including Word, Excel, and Publisher
- Typing and formatting letters
- Data inputting and monitoring
- Outlook and diary management
- Extensive customer service experience
- Planning and scheduling events, meetings, diary appointments
- Petty Cash and Office finance
- Understand data reports
- Use of Clinical systems
- Minute Taking
Desirable criteria
- Experience of working in a medical or NHS setting.
- Experience of working in a mental health environment
- Familiar with Trust database systems preferably RIO
- Finance/Procurement systems
- Big Hand
- Data cleansing
Skills
Essential criteria
- Good communication skills ensuring that service users, staff and carers are treated in a polite and efficient manner, using tact and confidentiality at all times
- Good organisational skills, with the ability to respond to multiple requests and the ability to efficiently manage and organise own workload.
- Good office skills being able to work under pressure and deadlines
- Microsoft Office packages including Word, Excel, Outlook and Publisher
- Typing to a high standard, including letter writing and formatting
- Good understanding of information governance and patient confidentiality
- Professional telephone manner with the ability to deal with difficult conversations professionally and compassionately
- Petty Cash and office finance
Desirable criteria
- Minute taking and organising meeting paperwork
Employer certification / accreditation badges
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Applicant requirements
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.
Documents to download
Further details / informal visits contact
- Name
- Petula Price
- Job title
- Lead Administrator
- Email address
- [email protected]
- Telephone number
- 01522 421598
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