Admin Co-Ordinator - Weymouth - ref. g0955415

Job overview

An exciting opportunity has arisen for an experienced and highly motivated Admin Co-Ordinator to join our administration service. The post holder will be responsible for supporting, leading and developing a large administrative team and will be primarily based at Westhaven Community Hospital, however you will be required to work flexibly across all sites within the Weymouth & Portland locality.

This role is pivotal to the effective running of the service. You will be responsible for the day-to-day supervision of our reception team/ward clerks and ICRT administrator based at Westhaven Community Hospital as well as ensuring that efficient admin support is provided to the clinical team.

You will need excellent IT skills, strong organisational capabilities, proven time management and diary management skills. Having the ability to effectively prioritise your workload and manage conflicting demands is essential. As a pivotal point of contact you will need to be able to build effective working relationships, have a friendly approach and be able to ensure good levels of communication between yourself and the team with a high level of tact and discretion.

Applications from candidates that require current Skilled worker sponsorship to work in the UK are unfortunately ineligible to apply for this position.

Main duties of the job

This is a fixed term role and for those with current NHS service, the role will be offered on a secondment basis only. Please obtain permission to be released on a secondment before submitting an application.

To manage the receptionists, ward clerks and ICRT Administrator at Westhaven Hospital

Hold responsibility for the recruitment, induction, training and development of all administration team members; providing support and supervision to all members of the team.

Act as a role model to colleagues, always seeking to maintain the highest standards of professionalism.

To facilitate the smooth running of the service throughout the year by effective coordination of rotas and by keeping attendance, annual leave and sickness records.

Provide advice and support on admin issues across the service and undertake specific project work, as required.

Working for our organisation

At Dorset HealthCare we’re on a mission to empower people to make the most of their lives through our outstanding, joined-up healthcare services. We’re a dynamic, forward-looking Trust, running 12 community hospitals, specialist inpatient facilities and a wide range of integrated community and mental health services for a population of almost 800,000 people.

Whether you’re looking to work with us in one of our bustling market towns, vibrant urban locations, thriving seaside spots, or among the rolling hills of Dorset, there are lots of ways you can make a difference in our communities.

Our 7,000-strong workforce is at the heart of what we do and our success is a testament to our brilliant people. We're all about building a workplace for the future, we believe in equal opportunities and we celebrate diversity. We’re an inclusive workplace, where everyone is welcome, everyone can be authentic, and we are all encouraged to be the best version of ourselves.

Working with us you’ll be part of a strong team, challenge yourself, build a career, and teach us what we don’t know. And you’ll be working towards our vision to be better every day through excellence, compassion and expertise in all we do.

Detailed job description and main responsibilities

For the main duties and responsibilities for this role please read the attached job description and person specification. When completing your application please ensure your supporting statement reflects the criteria set out in these documents by showing how your experience and skills apply to this post.

If you would like or know of anyone who would value this support please do contact [email protected]

Person specification

Knowledge, Skills & Training

• Educated to GCSE level or equivalent experience.

• Management NVQ Level 3

Job Specific

• Evidence of experience of staff supervision and/or management
• Evidence of experience of office management.
• Evidence of experience of admin processes and databases
• The ability to maintain confidentiality.

Information Technology/Resources

• Excellent typing/word processing skills – minimum RSA Stage III in Word and Text Processing or equivalent.
• Competent using Windows environment packages
• Ability to learn/use Integrated Patient Information Systems

• Audio-typing skills

Personal Qualities

• Ability to demonstrate a mature approach with the proven ability to remain calm under difficult circumstances.
• Good communication skills including telephone and interpersonal skills.
• Demonstrable organisational skills
• The ability to use own initiative, and to work alone with minimum guidance.
• Minute taking skills are needed
• Demonstrable skills in written and spoken English, adequate to enable the post holder to carry out the role effectively.

• The knowledge of medical terminology is advantageous or a willingness to learn.
• A knowledge of NVQ training, or willingness to undertake training.
• The ability to monitor and evaluate flexible working practices.

At Dorset HealthCare we want to offer all our staff the opportunity to work flexibly, putting health and wellbeing first, whilst continuing the delivery of excellent patient care. Flexible working looks different for everyone and we welcome applicants to discuss flexible working opportunities with the recruiting manager.

What working for us will provide:

• 27 days of annual leave, rising to 33 over ten years (for staff on Agenda for Change terms and conditions)
• Excellent NHS pension scheme
• Health and wellbeing services
• Flexible working options, including family-friendly hours
• Free training and one-to-one career coaching to reach your career goals
• Preceptorship programme for newly qualified nurses and AHPs
• Access to nine staff networks – have a voice and transform our Trust
• Relocation costs where applicable
• Salary sacrifice scheme opportunities – including childcare vouchers, car lease and cycle scheme, home technology equipment, and buying annual leave
• NHS discounts to save on your shopping, gym membership and more

Visit our careers website to learn more about our culture, staff stories, benefits, development programmes and opportunities.

What you need to do:

Before applying for this post, please do ensure that you have read the job description and person specification requirements. If you think you have everything we're looking for, then we'd love to hear from you, alternatively if you would like more information about the role please do not hesitate to contact us.

At this point, we wish to thank you for your interest in working for us and apologise we cannot take your application any further.

Overseas applicants applying for entry clearance into the UK must present a criminal record certificate from each country they have resided in continuously or cumulatively for 12 months or more in the past 10 years. Guidance can be found here Criminal records checks for overseas applicants - GOV.UK (www.gov.uk)