Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 457-24-6180654
- Employer
- Sheffield Health & Social Care NHS Foundation Trust
- Employer type
- NHS
- Site
- Argyll House or Grenoside Grange (Saltbox Lane)
- Town
- Sheffield
- Salary
- £25,147 - £27,596 PA
- Salary period
- Yearly
- Closing
- 22/05/2024 23:59
Employer heading
Admin Coordinator / PA
NHS AfC: Band 4
About us
At Sheffield Health and Social Care NHS Foundation Trust we provide a range of mental health, learning disability, substance misuse, primary care and other specialist services designed around the needs of people in our city.
We have a dedicated and skilful team of people caring in Sheffield, which you could become a part of.
Our values are at the heart of everything we do. These are: working together for our service users, respect and kindness, everyone counts, commitment to quality, improving lives.
Job overview
To be responsible for the day-to-day operation of the administration and clerical service including the maintenance of computerised and manual systems.
Provide admin support to the Clinical Director and General Manager of Sheffield Talking Therapies.
Main duties of the job
Effective co-ordination of the clerical team and associated workloads, always ensuring best use of human resource available.
To provide a liaison link between the departments and sectors and the centralised facilities, serving as a point of contact for operational issues and problems.
The overriding purpose is to support the provision of the highest quality patient care through personal actions and continuous improvement.
Working days are Monday to Friday with shifts starting from 8:30 am and finishing no later than 5:00 pm. However, early morning, evening and weekend work may be required to suit the demands of the service.
Working for our organisation
Sheffield Talking Therapies places high quality patient care and staff wellbeing at is centre. Join our team of nearly 200 staff members who are making a difference to the people of Sheffield each day.
Sheffield Talking Therapies has a small admin team who are a valued part of the service which is slowly expanding in line with the service. This is a fantastic opportunity to join a well-established team.
We are currently looking for an experienced Admin Coordinator / PA to enhance the team.
Detailed job description and main responsibilities
ADMIN TEAM COORDINATION
Supervise and monitor the work of the administration staff ensuring they are performing correctly in all aspects of their duties and that an effective and efficient service is provided.
Monitor the workload of individuals, ensuring fair distribution of work and reasonable workload levels for effective organisation, preparation and continuity of service.
Ensure good relationships are maintained with patients and staff at all levels and ensure staff are aware of their role and what is expected of them in respect of customer service.
To ensure that all areas are covered during sickness and absence.
ADMINISTRATION
To ensure smooth running of the Talking Therapies waiting lists, working closely with clinical and administrative staff.
Organise workload within the admin Team and co-ordinate activities to ensure that an efficient service is provided. The post holder will be expected to monitor and assess workload amongst the team, including being able to identify and step-in to fill gaps, to ensure continuity of services. It is essential that the post holder can exercise initiative suitable to the role and is fully supportive to other colleagues in the administrative team.
To review existing administrative working methods on an ongoing basis, comment on planned changes and make suggestions to change as appropriate.
To pilot and introduce new procedures and systems to support the service
To be responsible for the provision of a high quality administration service to the Clinical Director and General Manager.
Prepare agendas and be proficient in taking accurate minutes, actions and decisions whilst attending meetings. Maintain action trackers for the meetings chaired by the Clinical Director.
MANAGEMENT RESOURCES
To undertake stock requisition to ensure effective use within financial guidelines.
To maintain and update all computerised equipment in all relevant areas.
Invoicing of outside agencies and chasing payments, dealing with all invoices and bills to the service.
COMMUNICATION
To liaise with a wide range of clinical and professional staff. This includes dealing with internal departments and external organisations, GP’s, clients and relatives.
To ensure distribution of all important information to appropriate managers/staff within the service.
To promote and maintain effective communication networks and working relationships within the service.
Person specification
Knowledge & Skills
Essential criteria
- Excellent communication skills (written and verbal)
- Good organisational skills
- An ability to demonstrate excellent computer literacy and word processing skills
- Ability to prioritise and meet deadlines
- Ability to innovate and display initiative in addressing issues
- Knowledge of Trust policies and procedures
- Excellent understanding of clinical confidentiality and issues around maintaining confidential records.
Training & Qualifications
Essential criteria
- Business Administration Level 3 or Level 3 typing/word processing or equivalent qualification/experience
- GCSE in English language and Maths or equivalent
Desirable criteria
- IT qualification
- Level 3 ILM Management or equivalent
Experience
Essential criteria
- Experience of supervising staff and willingness to manage an administrative office
- Experience of managing efficient office systems
- Experience of liaison by telephone with a variety of people
- Experience of timetabling or booking systems
- Experience of managing waiting lists
- Experience of minuting multi-disciplinary meetings
- Experience of diary management in a PA / similar role
Desirable criteria
- Knowledge of Talking Therapies and its clinical settings
- Knowledge of IAPTUS system
Other
Essential criteria
- Positive attitude
- Ability to work effectively with teams
- Ability to prioritise workload
- Well organised
- Flexibility and adapt well to changing environments
Employer certification / accreditation badges
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
- Paulette Parker
- Job title
- Business & Admin Manager
- Email address
- [email protected]
- Telephone number
- 01142264380
- Additional information
Jebbie McKrill
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