Job description

Job responsibilities

To assist the department with office duties, for example:

• Word processing of correspondence /reports/ other documents accurately via copy or audio
• To take and transcribe minutes
• Dealing with telephone calls/ messages
• Photocopying/ Filing/ Scanning
• Receiving visitors/Reception
• Monitor and maintain department stationery supplies
• Reporting faults
• Mail handling

• Arranging meetings, hospitality, venues, distributing agenda/notes
• Managing diaries
• Create and Maintain Databases/Spreadsheets
• Maintain databases
• Demonstrate duties to new starterss
• Provide cover for other members of the team.

Deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to the Administrative Supervisor, in a timely and proactive manner when these standards have not been met, enabling appropriate action to be taken. Implement planned actions in response, communicating changes as appropriate.

Assist the Administrative Supervisor as required.

Proactively and positively contribute to the achievement of business outcomes through individual and team effort, with the focus being on delivering excellent customer services.

Assist in the promotion of an open, welcoming, person-centred culture for service users. Seek and support feedback from service users to aid service improvement as required.

Produce clear and accurate written correspondence (including the composition of ad-hoc routine letters) eg, letters, memos, reports, presentations etc, using competent copy, audio tapes, IT skills, accurate data inputting and use of Trust Intranet and Internet as required.

Maintain accurate documentation. Use appropriate documentation/systems in accordance with local and Trust standards.

Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to service user communication difficulties and psychological, social, physical and spiritual needs.

Build and sustain effective communications to ensure good team working and collaborative working practices. Disseminate knowledge, and information to those who need to know.

Contribute to the smooth running of administrative systems and meeting of all relevant deadlines.

Recognise and respond appropriately to any emergency situation. Contribute to the reduction of hazards in the environment, considering safety, security, theft or damage.

Undertake safe infection prevention and control by using protective equipment, safe disposal of waste, performing hand hygiene, cleaning, disinfecting etc.

Proactively identify additional activities in accordance with the role, which would increase postholder efficiency and the efficiency of the team; offer suggestions for improvement and implement agreed activities.

Support the Trusts culture of collaborative, flexible cross-team working and commitment to delivering quality services and outcomes.

Make use of opportunities for sharing good practice and learning.

Person Specification

Qualifications

Essential

• As appropriate to the role::
• NVQ level 3 (or equivalent qualification) or, RSA lll
• Or, be able to demonstrate competency at level 3.

Desirable

• Willingness to undertake further study/development

Experience

Essential

• Recent Secretarial/administrative experience and copy /audio typing
• Note/minute taking
• In using email, maintaining and updating paper and electronic diaries, arranging meetings
• In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc
• In working as an effective team member with minimum supervision
• In working in a busy environment with competing demands
• Understanding of the need to maintain strict confidentiality
• In using a degree of initiative
• in organising and prioritising own tasks in order to meet deadlines.

Desirable

• In working in a caring environment
• In dealing with the public

Special Knowledge Skills

Essential

• Good written communication skills, with the ability to deal with and prepare routine written correspondence.
• Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages
• In, decision-making and prioritisation
• Knowledge of Data Protection Act
• Customer care skills
• Good interpersonal skills
• Diversity/Cultural understanding
• Resilience to pressure and exposure to emotional, distressing situations
• Non-judgemental, empathetic manner
• Able to use observation skills to identify potential risks and act appropriately
• Demonstrates Trust Values
• Able to fulfil the requirements of the Trusts value based induction

Desirable

• Knowledge of Information Governance

Physical Attributes

Essential

• A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
• Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary)

Personal Attributes

Essential

• Ability to be flexible to meet the demands of the post.
• Responsive attitude and approach
• Dress appropriately for the environment
• Ability to travel around the Trust as appropriate to role

Training

Essential

• Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area
• Must be willing/able to undergo job development and training and maintain skills

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

South West Yorkshire Partnership NHS Trust

Address

Kendray Hospital

Doncaster Road

Barnsley

S Yorkshire

S70 3RD

United Kingdom

Employer's website

https://www.southwestyorkshire.nhs.uk (Opens in a new tab)