Job overview
This is an interesting and varied position who is looking for a challenging and rewarding role in which finding a balance between team working and utilising initiative is important. Applicants for this Band 4 Team Administrator role (1-year fixed term) will need to be organised, reliable, self-motivated and have prior experience of working in administrative roles, ideally within mental health setting (or similar person-facing roles). Good time management skills and being able to prioritise tasks is essential as is having good attention to detail. You will also need to have the ability to deal sensitively with people who may be distressed. If you are a reliable, outgoing professional who loves interacting with people on all levels and want to play a crucial role in supporting the Healthcare sector and a growing practice, then you are just the type of candidate for this role!
We would like to encourage applicants from a range of diverse backgrounds and experiences.
The post sits within the Ealing CAMHS MHST Team, which is a friendly, supportive, hardworking and well-respected team based at Armstrong Way in Ealing.
WHY WORK FOR US:
Great care comes from great teams. We don’t want you to just come and work for us, we want you to grow and to have a long and fulfilling career with us where you can achieve your potential.
Working together as one team and one service, we provide the best care possible.
Everyone has a role to play in delivering outstanding care to our service users.
Main duties of the job
To provide a full range of admin support to the team: e.g. sorting and dealing with correspondence, filing, photocopying, typing, archiving, referral tracking etc.
To audio or copy type and proof read letters, memos, notes and reports and ensure they are directed to the appropriate departments, GPs or other organisation within agreed timescales.
To draft /send responses to correspondence, after appropriate approval
To maintain waiting lists, team patient lists and referral information as appropriate.
To arrange meetings and assist with locally held training events or workshops E.g. room bookings, hospitality, IT equipment.
To assist in producing agendas, minutes and papers for meetings in timely manner.
To supporting the production of presentations using PowerPoint or other software when required.
To take minutes at meetings, transcribe and distribute as required.
To provide admin support for investigations (complaints, incidents, audits, surveys and projects) to meet specified timescales.
Working for our organisation
West London NHS Trust is one of the most diverse healthcare providers in the UK, delivering a range of mental health and physical healthcare and community services. The Trust runs Broadmoor Hospital, one of three high secure hospitals in the country, with an international reputation.
Our high secure services care for patients from South of England and we provide low and medium secure services across eight London boroughs. The Trust also provides mental and physical healthcare in three London boroughs (Ealing, Hounslow and Hammersmith & Fulham). We employ 4,500 staff, of whom 56% are BME. Our turnover for 2023-24 is £426m.
The Trust is rated as ‘Good’ overall by the Care Quality Commission. Forensic services are rated as ‘Outstanding’.
The Trust is an established partner and contributor in the development of the evolving North West London Integrated Care System and the Integrated Care Board. The Trust leads the NW London Children and Adolescent Mental Health provider collaborative.
Detailed job description and main responsibilities
The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached.
The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.
Person specification
Qualifications
Essential criteria
1. •GCSE or Equivalent in English.
2. •NVQ Level 3 or Equivalent.
3. •Evidence of continuous professional education.
Desirable criteria
4. •RSA III typing or equivalent
5. •ECDL or equivalent.
Skills
Essential criteria
6. •Excellent interpersonal skills with the ability to communicate sensitively and effectively, in person and on the telephone.
7. •Able to work independently and use own initiative.
8. •Able to prioritise and organise own workload
9. •Able to work effectively with senior colleagues across a range of organisations.
10. •Excellent IT skills and computer literacy, including Microsoft Office (or equivalent), word processing, spread sheets, databases, PowerPoint, Internet and email.
11. •Data entry experience
Experience
Essential criteria
12. •Experience of working in a front line environment
13. •Commitment to providing a high quality service at all times
14. •Strong attention to detail
15. •Professional attitude to work.
16. •Able to work as part of a team.