Senior Administrator - Personal Assistant

We are the Mental Health & Learning Disability NHS Trust for County Durham and Darlington, Teesside, North Yorkshire, York and Selby.

From education and prevention, to crisis and specialist care —our talented and compassionate teams work in partnership with our patients, communities and partners to help the people of our region feel safe, understood, believed in and cared for.

We nurture the recovery journey of anyone in need of our help. In Our Trust, everyone has a say in how they are supported and treated because we listen to every person in our care until they feel understood. Our patients, their families and carers work together with us towards better mental health.

We’re committed to new thinking that improves the wellbeing of our region. We connect with our communities and partners to get mental health care right, in areas that really need it.

We won’t rest until everyone in our region has the mental health care they need, to lead their best possible life.

Job overview

This role is office based and will provide comprehensive support to the Service Manager, and Modern Matron of the Older People’s services at North Moor House, Northallerton.

We are seeking an enthusiastic individual with highly developed communication skills including tact, diplomacy, and sensitivity that has a deep understanding of confidentiality and GDPR. Who is confident liaising with stakeholders and able to handle sensitive information with compassion and discretion.

Main duties of the job

The successful candidate will have a solid working knowledge of Microsoft Office packages and be proficient in the use of Excel spreadsheets to be able to collate, analyse and monitor service data. They will have experience and be confident liaising with senior leadership, and work autonomously to manage complex diaries to prioritise busy workloads.

You must have excellent communication skills both written and verbal and experience of organising meetings. The role will require an ability to compile complex agendas, invite guest speakers, and accurately record formal business minutes to Trust standards.

The successful candidate will be adept at diary management which includes supporting the coordination of appraisals and supervisions of staff managed by the Service Manager and the Modern Matron. You will also have excellent organisational skills to manage and maintain order of confidential personal files.

The role will require occasional cover support of the North Moor House reception team and may require ad hoc PA support to other members of the MHSOP senior leadership team.

Working for our organisation

This position has a starting salary of £26,530 which rises to £29,114 after 3 years (pro rota) and a generous NHS pension scheme. As a member of our NHS Trust, you will receive a fantastic annual leave package (27 days which increases with service, plus bank holidays) and access to extensive staff benefits which includes:

• NHS staff discounts in over 200 branded sites/stores.
• A TEWV monthly staff prize draw
• Car lease scheme
• Access to Trust gyms
• Option to purchase additional annual leave
• Access to staff wellbeing support.

The kind of care we would want for our loved ones.

Our organisation is on a ‘Journey to Change’ and as part of this journey, creating a great experience for our staff is one of three big goals. Ultimately, our aim is to be a proactive, responsible and mindful employer, recruiting, retaining and training our people, for the right roles, at the right time.

Detailed job description and main responsibilities

Our Trust is dedicated to supporting our colleagues in providing an excellent working environment and encourages everyone to share their progressive ideas. All staff have regular 1-2-1 supervisions and an annual appraisal, which provides lots of opportunity for celebration of achievements, and discussions around challenges, and your aspirations.

Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying, if you do not possess the minimum qualifications, you must be willing to undertake them to be fully compliant.

Please use your own words, matching your skills and experience to the job description as we may not invite to interview candidates who use AI templates to complete applications.

You must have the Right to Work in the UK in order to be successfully appointed to this role. Please note, this role does not meet the required eligibility criteria for sponsorship under the Skilled Worker visa and therefore the Trust is unable to offer sponsorship for this particular role.

If you would like further information regarding this role please contact the Locality Administration Manager: [email protected]

Person specification

Qualifications

• BTEC Diploma/Level 3 Diploma in Leadership and Management OR equivalent (i.e. NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Level 5 in Leadership and Management within an agreed timescale.
• IT Qualification (i.e. ECDL Qualification, RSA, NVQ in Business Administration) OR equivalent knowledge gained through relevant work experience.
• Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above) / New GCSE in Maths and English (Grade 4 to 9)

Experience

• Implementing and maintaining systems and processes within an administration team.
• Leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service.
• Significant experience of working in an administrative environment including digital audio typing, Microsoft Office applications, diary management, filing systems, collating and presenting information.
• Co-ordinating meetings and associated duties
• Extracting data and report preparation
• Participation in service and quality improvement initiatives.
• Advanced typing skills and inputting data accurately and efficiency

Knowledge

• Understanding of data protection and service user / staff confidentiality in line with defined procedures and guidelines
• A sound understanding of quality improvement initiatives
• Organising and completing demands and workloads meeting deadlines using delegation where necessary
• Problem solving for an area of work or developing alternative or additional procedures

personal attributes

• To build rapport, engage and develop positive relationships. Courteous and sensitive to others needs or feelings
• Positive, motivated and the ability to be calm under pressure
• Punctual and professional attitude and lead by example
• Flexible approach to supporting colleagues and the service which may involve travelling to various locations and shift patterns
• To take responsibility for self and committed to continual personal development, being able to accept and respond positively to feedback.
• Able to work in accordance with the Staff Compact and Trust Values and Behaviours. Promoting a positive image of the Service
• Committed to promoting a positive image of people with mental health conditions and/or learning disabilities
• Ability to deal with distressing or emotional circumstances and to support team members with signposting to additional services if necessary

If the contract type on the vacancy states 'Fixed Term' this would mean the vacancy is being advertised to address a temporary need for the duration stipulated on the advert, however, in the event that permanent funding is secured for the post the successful applicant will be confirmed in post on a permanent basis.

Internal applicants must ensure that prior to applying they have agreement from their current line manager that they can be released on a secondment basis.

Trust Welcome Day

Here at Tees, Esk and Wear Valley Foundation NHS Trust we want you to have a positive experience when you start your new role with us. To ensure you have great welcome, for all new starters joining the Trust, we offer two start dates per month on the 1st and 3rd Mondays of that Month.

For certain clinical roles, your Welcome Day could then be followed by up to 9 days face to face training. If this is applicable to you, further information will be provided ahead of your Welcome Day.

Right to Work in the UK

Non UK / RoI candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here Browse: Work in the UK - GOV.UK (www.gov.uk).

Guidance can be found here Criminal records checks for overseas applicants - GOV.UK (www.gov.uk). Your current immigration status will not be considered as part of the shortlisting or interview process.

Please note that not everyone needs a ‘Skilled Worker’ visa. If you are applying for a vacancy in health or adult social care, you may be eligible to apply for the Health and Care Worker visa instead.

We are able to offer sponsorship for a Health and Care Worker or Skilled Worker visa, subject to candidate and position eligibility. Please review the job eligibility guidance for skilled workers here: Skilled Worker visa: Your job - GOV.UK (www.gov.uk) and for the Health and Care Worker visa here: Skilled Worker visa: eligible healthcare and education jobs - GOV.UK (www.gov.uk)

If you are in the UK already on a visa, please ensure you have no restrictions that would prevent you from taking this post.

AI in Recruitment

This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.

Newly Qualified Nurses

All band 5 nursing positions are only open to those candidates who already have their NMC registration in place and have successfully completed a preceptorship programme. Please note: Newly qualified applicants or those due to qualify will be recruited via a separate process, for more information about this process please contact: [email protected]

TEWV encourages and supports all staff to be vaccinated as this remains the best line of defence against COVID19.

Tees, Esk and Wear Valleys NHS Foundation Trust is committed to the protection of staff, service users and visitors to the Trust from second hand smoke and currently operates a no smoking policy which ensures all buildings and grounds are smoke free.

We are an equal opportunities employer and welcome applications from individuals who have experience of mental ill health or learning disabilities. Our service users and carers tell us our staff should be consistently concerned with maintaining and improving care with pride, empathy and compassion.

This job advert may close as soon as sufficient suitable applications have been received. If interested please apply for this post as soon as possible.

If this section is not fully completed your application may not be processed.

If your application is successful, the information you give on your application form will be used to create and be retained on your electronic staff record and to provide access to core Trust systems.

Please note that if the post you are applying for requires a DBS check, you will be required to also subscribe to the DBS Update Service, if successful, and thereafter renew your subscription each year. The Trust will reimburse the subscription fee.

After applying via NHS Jobs, your submitted application will be imported into our preferred Third party recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs. You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, that as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website.

By applying for this post you are agreeing to Tees Esk and Wear Valleys NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system.

Candidates who are shortlisted for interview will be contacted by e-mail. You should check your SPAM folders as well as your inbox. If you have not been contacted within 4 weeks of the closing date you should assume your application has been unsuccessful.