Assistant Team Administrator
Values Based Screener
At Hertfordshire Partnership Foundation Trust we are looking for people to join us who share our values and those of the NHS. Before your application can be considered please take part on our online values questionnaire, which you can find below.When you have finished you will be sent a 'completion code' by email, which will be valid for 6 months and required to submit your application form.
http://hpft.recruitforvalues.com/
Job overview
We are looking to appoint a well organised, highly motivated and enthusiastic individual in the role of Assistant Team Administrator for 37.5 hours per week within our friendly Specialist Learning Disabilities Team.
The successful candidate will be responsible for a wide range of general office administration across the team and must be proactive and able to work on their own initiative, with experience of taking and producing minutes and papers for meetings.The post requires proficient skills in using all Microsoft Office applications.
Excellent communication skills (both written and verbal) are essential. The post holder acts as a focal communication point for the team, dealing with queries from colleagues, stakeholders, service users and carers.
We are seeking an individual who is enthusiastic, compassionate, flexible and creative in their approach, who can work alongside team members to provide high quality and effective administrative support as required.
The post holder will demonstrate an enthusiasm for professional development and will be motivated to further themselves, by gaining understanding and skills through various training opportunities.
The Learning Disabilities Team is a welcoming and supportive team. The post holder will benefit from a comprehensive supervision and appraisal system, with a commitment to staff development.
The post holder will be based at Saffron Ground, Stevenage.
Main duties of the job
The post holder will be responsible for a wide range of general office administration across the team and must be proactive and able to work on their own initiative, with experience of taking and producing minutes and preparing papers for meetings. The post requires proficient skills in using all Microsoft Office applications and the holder should be able to confidently:
- Provide general administrative support throughout the team
- Maintain essential data on our patient record system PARIS (Training provided)
- Be responsible for photocopying and scanning
- Answer telephone calls and direct them appropriately
- Liaise with stakeholders and service users as required
- Produce documents and letters as requested
- Arrange meetings and take meeting minutes
- Keep data/information systems up to date and store information correctly and safely
- Provide support to colleagues, where appropriate, in their absence
Working for our organisation
Hertfordshire Partnership University NHS Foundation Trust (HPFT) is an outstanding organisation with ambitions to match. We are one of just five mental health trusts to achieve an overall rating of ‘Outstanding’ from the Care Quality Commission, and our aim is to be the leading provider of mental health and specialist learning disability services in the country.
Our family of over 4000 members of staff provide health and social care for over 400,000 people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, and Norfolk, delivering these services within the community and several inpatient settings.We also deliver a range of nationally commissioned specialist services including Tier 4 services for children and young people, perinatal services, plus medium and low secure learning disabilities services.
The care we provide makes a fantastic difference to the lives of our service users, their families and carers - everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Our Trust values are:
Welcoming. Kind. Positive. Respectful. Professional.
These values are at the core of who we are, everything we do, and how we do it!
Would you like to be part of the HPFT family? Would you like work with us to ensure our service users live the fullest lives possible they can? Would you like to be supported in your career to be the best that you can be?
Detailed job description and main responsibilities
The post holder will be responsible for providing administrative support to staff based in multiple locations, as well as working closely with other members of the administration team to ensure an effective reception and admin service. As the first point of contact for visitors to the site/building the post holder is responsible for conveying the correct impression for the whole of the Trust.
Key duties may include: greeting visitors, answering and redirecting phone calls, processing incoming and outgoing mail, booking rooms, preparing rooms for meetings and carrying out various admin tasks such as photocopying, scanning and archiving documents.Handling queries and maintaining data / information systems, completing typing tasks, including on occasion taking formal meeting minutes, chasing actions and outcomes.
In addition, the role may also involve ensuring safety systems are in place, acting as a Fire Marshall in cases of emergencies.
The post holder will operate sometimes without direct supervision, using independent judgement and control a defined workload.
The post holder is expected to work closely with and support Assistant Business Administrators Senior Business Administrators and Clinical Support Administrators to provide a consistent and efficient admin service as a team. This post will be given mentorship by the Band above.This post will give mentorship to the Band below.
All staff should comply with the Trust’s Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.
Please see attached job description for further details.
Person specification
Qualifications
Essential criteria- Educated to Secondary Level with GCSE qualifications or equivalent
- NVQ3/RSA3 or equivalent experience
- Willingness to complete apprenticeship
Experience
Essential criteria- Some experience of working in an office environment that gives knowledge of secretarial or administrative procedures and systems, some of which are non-routine and non-routine activities such as answering queries, progress chasing, task-related problem solving, acquired through experience
Skills, Knowledge, Ability
Essential criteria- Microsoft Word Packages
- Ability to organise and prioritise own workload.
- To be proficient in diary management.
- Proficient in email management particular
- Maintain a filing system, both paper and computerised systems.
- Range of routine work procedures requiring job training
- Knowledge of administrative systems, admission, patient information systems, hospital departments, clerical / office procedures, data input procedures acquired through on-the-job training
Communication Skills
Essential criteria- Calm and efficient when resolving issues
- Able to provide and receive routine information requiring tact or persuasive skills, considering barriers to understanding. Eg. anxious patients, cultural differences, language or communication difficulties.
- Able to efficiently deal with telephone queries, checking clerical, patient information with clerical staff and patients.
- Able to clearly and accurately communicate routine information verbally and in writing, with patients and staff on, for example discharge, admission, transfer.
Analytical Skills
Essential criteria- Able to their own judgement to find solutions to visitor/staff requests/needs through the use of analytical and problems solving skills
- Is able to confidently
- Escalate issues when necessary.
- Prioritise work
- Resolve conflicting diary appointments and schedules
About us
Hertfordshire Partnership University NHS Foundation Trust (HPFT) is rated by the Care Quality Commission as an Outstanding provider of mental health and learning disability services. In 2021, we won the prestigious Health Service Journal award for Mental Health Trust of the Year, with the judges saying they were “blown away” by our people’s achievements and that everything they saw “sings and hums”.This year, our staff rated us the 4^th best mental health and learning disability trust to work for out of all 52 trusts in the country. Our staff tell us that they are proud to be part of the HPFT team, proud of the standard of care we provide and proud that service users are our top priority.
Our people tell us they feel supported though a great development, wellbeing and work-life balance offer and a highly compassionate, values-driven culture. We are equally proud of our staff, who live our values of being welcoming, kind, positive, respectful and professional so that together we provide great care and great outcomes for our service users and carers.
If you would like to join a team to be proud of and you share our values and passion for great care and outcomes for our service users and carers, we would love to hear from you.
Additional Information
HPFT is committed to being an equal opportunities employer and in order to reflect the diversity of its population, positively encourages applications from all areas of the community. We aim to be a representative organisation with regards to age, disability, ethnicity, gender, beliefs and sexual orientation and are fully committed to equality, diversity and human rights and encourage applications from all sections of the community including users of mental health services.
The Trust is committed to helping staff balance work and home life and welcomes applications from candidates wishing to work part-time or under flexible working arrangements.
Infection Control
All our staff will need to comply with current Infection Prevention and Control measures which could include wearing a mask on all our Trust sites and in all roles
Visa and Immigration
Candidates who require a Skilled Worker visa to work in the United Kingdom can determine the likelihood of obtaining a Certificate of Sponsorship for this position by assessing their circumstances against the criteria specified on the Check if you need a UK visa - GOV.UK website. We would encourage all applicants to review the criteria carefully to understand their eligibility for sponsorship.Those who are on a visa will be issued with Fixed Term Contract in line with your visa end date.