Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 274-10679-AC-A
- Employer
- Lincolnshire Partnership NHS Foundation Trust
- Employer type
- NHS
- Site
- West Locality
- Town
- West
- Salary
- £25,147 - £27,596 per annum
- Salary period
- Yearly
- Closing
- 05/05/2024 23:59
Employer heading
Senior Administrator
NHS AfC: Band 4
Job overview
An exciting and unique opportunity has arisen within the Adult Community Division for a B4 CMHT Locality Senior Administrators. You will directly support the CMHT Service Manager, with general administrative duties, but will include diary management, data collation and preparation, meeting organisation, including minute taking and sourcing rooms where needed. In addition, you will be responsible for supporting and supervision of the B3 administration staff across the locality.
As this is a new role, there will be an opportunity for your skills and strengths to be utilised. So if you have proven experience in administration, including minute taking, time and diary management, along with working in a busy and at times pressurised environment? Are you independently able to travel mainly across the locality, but at time cross cover and support may be required in other localities. Are you, confident, adaptable, organised and able to work on your own initiative, for a role where no two days should be the same?
The post will be locality based, permanent, Monday – Friday, 37.5 hours per week, working between the hours of 9am and 5pm. Please contact Martine Clayton at [email protected]
Main duties of the job
To provide efficient and effective direct support to the Locality Service Manager, including diary management, minute taking and meeting preparation, along with ordering of IT equipment and other resources, in addition to other tasks when needed.
Supporting team administrators within the locality. The potholder will be expected to act on their own initiative, providing cover/support and supervision for the team administrators as necessary to facilitate effective service function
To undertake administrative duties in support of clinical and non-clinical activity in the locality, ensuring administrative support is available to management and members of the team as appropriate.
This will include, but is not limited to:
- Overseeing the band 3 administrators workloads
- Providing supervisions and appraisals for band 3 administrators
- Identifying and maintaining Training Needs Analysis for the service
- Accessing, running and developing reporting tools
- Representing the service at appropriate meetings and forums
Working for our organisation
Lincolnshire Partnership NHS Foundation Trust provides mental health services and a number of learning disability, autism and social care services in the county of Lincolnshire. Employing around 2,900 staff, and serving a population of over 768,400, our people lie at the heart of everything we do.
You could be part of a Trust rated by staff as one of the best mental health and learning disability trusts in England. We firmly believe the key to high quality care is a contented workforce. This is reflected in our Care Quality Commission rating of ‘outstanding’ for well-led and ‘good’ overall. In the most recent National NHS Staff Survey, our staff rated us as the number one trust nationally for staff morale and one of the top scoring NHS Trusts in the Midlands for being compassionate and inclusive. We’re really proud of this!
We offer options for flexible working and provide a wide range of training and promotion opportunities in all professions. We support and celebrate diversity, have active staff networks groups and are always looking at what more we can do to support our staff.
Whether you’re taking the first exciting steps in your career, itching for a new challenge or searching for a better place to raise a family, Lincolnshire has a range of rewarding health and social care careers in a county that’s friendly, fascinating, affordable and brimming with everything you need to live a happy life. Visit beinlincolnshire.com to find out more.
Detailed job description and main responsibilities
|
To provide full administrative support to the locality Service Manager, including where needed Team Managers. This may include dealing with incoming mail, the provision of minute taking, preparation and distribution service and maintaining details of the team’s whereabouts and ensuring good communication flows both internal and external to the service and the Trust. In addition to item 2 (Main duties of the job) above, duties will include: Organising training schedules Diary management Supporting and preparing training sessions Liaising with internal and external providers, including Education Providers Gathering information Inputting data accurately Navigating and updating clinical systems and electronic databases Supporting meetings, including the arranging, distribution of papers and note / minute taking Ensuring good communication flows at all times through effective liaison Maintaining the services’ shared online workspace To respond to queries and incoming calls, emails and face to face interactions on a daily basis To ensure confidentiality is maintained at all times adhering to Trust and national policy regarding same. Managing own workload, seeking advice when required Performing routine office procedures including typing of reports, letters and other documents, opening and distributing correspondence, dealing with outgoing post, photocopying, filing, scanning and faxing in accordance with current trust procedures. Using communication, word processing and organisation skills Providing support to the service manager and team, including reports, letters, e-mails and minutes. To have a thorough working knowledge of electronic systems including e mail, online workspaces, Clinical systems and Datix and to update these systems in a timely and accurate manner where required. To ensure essential paperwork and policies within the team are kept up to date, informing staff of changes and new policies. To prepare and process documentation in respect of the electronic ordering, receipting and payment of stationary and goods in accordance with Standing Financial Instructions. To maintain a records system within the area of responsibility including the accurate scanning of documents and compilation of records, in accordance with the Trust Records Management and Information Governance Policy. To maintain, distribute and collate accurate information and statistics to ensure optimum usage of facilities and assist the Service Manager in monitoring statistics, supporting to ensure that statutory performance and contracting data is up to date. To recognise the need for flexibility and be willing to undertake extra duties, as and when required, that are commensurate with the grade and responsibilities of the post. This could include providing cover for other admin staff within the service, including those in other areas, across the county. To work flexibly to meet the needs of the locality teams. You may occasionally be asked to undertake such other duties that are deemed necessary in order to support business continuity within the Trust. This will only include tasks where you are appropriately trained. |
Person specification
Qualifications
Essential criteria
- Professional level / Diploma qualification in Word processing and equivalent in typing/word-processing.
- NVQ 4 in Business Administration or equivalent.
- GCSE (or equivalent) English and/or Maths Grade A-C or Grade 9-4
Desirable criteria
- Customer Service Qualification
- I.T Qualification
- Management Qualification
Experience
Essential criteria
- Word processing/IT skills
- Advanced use and knowledge of Microsoft Office, particularly Word/Excel/PowerPoint/Publisher/electronic diary management
- Extensive amount of working in an administrative position, or within a senior administration position
- Communicating with people on all levels
- Advanced/strong Minute Taking skills
- Supervising / Managing staff
- Organising events
Desirable criteria
- Knowledge of Trust database systems
- Planning and scheduling experience
- NHS Experience
- Change Management
special requirements
Essential criteria
- To be able to travel independently without the use of public transport to participate in meetings and training in other parts of the county, along with visiting locality teams.
- Able to be flexible if required
Skills
Essential criteria
- Ability to persuade and influence others to enable collaborative working
- Demonstrate good written and verbal communication skills
- Use own initiative and manage time effectively
- Able to demonstrate good organisational skills
- Approachable manner
Desirable criteria
- Professional, calm manner
Employer certification / accreditation badges
.png "NHS Rainbow badge")
.png "National Preceptorship for Nursing Quality Mark")
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Martine Clayton
- Job title
- Admin Lead
- Email address
- [email protected]
List jobs with Lincolnshire Partnership NHS Foundation Trust in Administrative Services or all sectors