Administration Officer Central Bookings
About Us
EPUT provides community health, mental health and learning disability services to support more than 3.2 million people living across Bedfordshire, Essex and Suffolk. Also:
- We are among the largest employers in the in the East of England region, with more than 10,000 staff working across more than 200 sites.
- We run the COVID-19 vaccination programme across mid and south Essex and Suffolk and north east Essex.
EPUT was formed on 1 April 2017 following the merger of North Essex Partnership University NHS Foundation Trust (NEP) and South Essex Partnership University NHS Foundation Trust (SEPT). A new leadership team was established at the Trust in 2020.
Our vision and values
Our Vision
“To be the leading health and wellbeing service in the provision of mental health and community care”.
Our Purpose
“We care for people every day. What we do together, matters”.
Our Values- We Care
- We Learn
- We Empower
- We will deliver safe, high quality integrated care services.
- We will enable each other to be the best that we can.
- We will work together with our partners to make our services better.
- We will help our communities to thrive.
- Mental Health Services
- Community Health Services
- Learning Disabilities Services
- Social Care
Find out more about the services we offer in our service directory.
Job overview
West Community Health Administration Service have an exciting opportunity to join us as Band 3 Administration Officer supporting the Adult Community Mental Health Services, Stansted.- We are looking for an experienced candidate with an excellent level of administration, interpersonal and organisational skills. You will also need to be computer literate with experience of MS Word and Excel and will be given full training on PARIS as well as other internal systems. PARIS experience would be an advantage.
- We are looking for someone with a positive and compassionate approach to supporting patient care. The role will include telephone calls from patients.
- Successful candidates will be expected to work in the organisation, providing services in a professional, efficient, friendly and polite manner.
- You must be able to build effective working relationships, be approachable and accessible with a flexible approach to work. This is an excellent career development opportunity for a self-motivated and enthusiastic individual who wishes to pursue an administrative career in the NHS.
- To work as a member of the Adminsitration service ensuring that a high quality and efficient service is provided at all times.
- Patient data management on SystmOne
- Maintain smooth running of the office, including stationery audits
- Telephone support, receiving and making calls to patients including making appointments on SystmOne and general queries relating to appointments
- To operate as a centralised administration service providing a comprehensive administration service to support clinical services and functions within the Trust's localities.
- The Administration Officer will ensure the timely and accurate recording of all activity across services using trust information systems.
- The post holder will require a team approach to ensure cover for absence across all services / locations and the post holder will be required, on occasion, to relocate to provide this cover.
Working for our organisation
EPUT are looking for motivated staff who shares our Trust values of Care, Learn and Empower. In return, EPUT can offer you a range of benefits and development including;- Season Ticket Loans
- NHS discounts for staff
- Excellent Training facilities and opportunities
- Buying and Selling annual leave scheme
- The opportunity to work bank shifts and expand knowledge and experience in other areas
- Salary Sacrifice schemes including lease cars and Cycle to Work
- Day One Flexible Employer
The Trust supports and actively encourages flexible working for all employees. We offer many options and you are encouraged to ask the recruiting manager what is possible for this role. If appointed, you will have the opportunity to apply for a flexible working request from the first day of your employment
Join our Staff bank
What is Staff Bank?
Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times.
All our permanent staff are automatically enrolled onto the staff bank however this does not mean you have to work any additional shifts, but the option is there for you if you wish.
If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank.
Detailed job description and main responsibilities
Responsible for ensuring all correspondence is accurately and appropriately presented using trust and departmental procedures and medical terminology used by the clinical staff.
To be skilled and experienced in the full range of administrative work practices, software programmes and specialised functional terms , additional training will be provided
To be proficient with the knowledge of Patient Records management supporting new users and instructing them as necessary. To use the knowledge and experience to meet the needs of the clinical teams by completing non routine tasks on a daily basis.
To operate the Trusts central telephony systems.
To ensure all referrals are actioned and processed in a timely manner.
Incoming phone calls are answered and dealt with to minimise waiting times.
Flexible with regards to covering across Rochford Hospital and Kingsley centre, as and when required. Notice will be provided in advance.
Person specification
Education
Essential criteria- IT Skills equivalent to RSA3 , NVQ3, or relevant experience of Microsoft Word packages (2)
- Minimum ECDL qualification or equivalent (2)
Knowledge
Essential criteria- Literate in IT/computer skills (2)
- Good oral communication skills based on fluency on the English language (2)
- Ability to use Microsoft Office Packages (2)
- Ability to use Microsoft Office Packages (2)
- Knowledge of Trust ITT systems and software packages, including Mobius/ Q-Flow/ SystmOne (2)
Skills/Experience
Essential criteria- General administration (2)
- Literate in IT/Computer Skills (2)
- Proven experience of line management (2)
- Previous NHS Experience in clerical role (2)
Personal Qualities
Essential criteria- Ability to engage with people at all levels (i.e Patients and clinicians) (2)
- Customer focused with a calm and empathetic persona, good listener, patient and diplomatic. (2)
Additional Qualties
Essential criteria- Ability to travel across sites and across Trust boundaries to attend meetings, etc./ current driving license (2)
- Flexible approach to work (2)
Please note - staff who are formally at risk within the organisation will be given priority in securing alternative employment. Should it come to light that a post being advertised by the Trust is considered ‘suitable alternative employment’ to an individual who is at risk, the recruiting manager will be advised and the post will be withdrawn from NHS Jobs.
Use of Artificial Intelligence (AI)
Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.
Important Professional References
Make sure that as a part of your application you have professional references with business contract information covering your last three year employment history. We are unable to accept personal or character references.
As a newly appointed employee you are responsible for incurring the cost of your initial DBS check relevant to your post, the amount will be deducted from your first salary with the Trust.
Applications for Job Share are positively welcomed.
Equal Opportunities Employer
Our Trust is an Equal Opportunities Employer. We particularly welcome applications from people with experience of using mental health services. We also hold the Disability two tick symbol and have made the pledge to commit to employing more people with learning disabilities, we encourage people with a disability to apply.If you require this application form in another format i.e. Braille or audio tape etc, please contact the Recruitment Department on 01375 364513 or email [email protected] and we can arrange for this to be dispatched to you.
The Trust has the right to expire vacancies prior to the closing date if they so wish. The Trust makes every attempt to contact all applicants and we strongly advise that you check the email account which is registered with NHS Jobs regularly, we would advise however due to the high number of applications we receive that if you have not heard from us within three weeks of the closing date your application has been unsuccessful on this occasion.
We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults, and expect all staff to undertake this commitment. Applicants will be subject to robust safer recruitment processes.
Covid Vaccination
Although Covid vaccinations are no longer a mandatory requirement within the NHS we continue to encourage and support the vaccination uptake as this remains the best line of defence against Covid19. The safety of our staff and patients is a top priority for us at EPUT.
If you would like to book a Covid vaccination or would like more information please contact us by emailing [email protected].