Job overview
An exciting opportunity has arisen for a qualified administrator to join our Autism/ADHD Diagnostic Team. The post holder will have direct contact with our service users and will be responsible for delivering a high standard of administrative support to both our service user group and our team of practitioners. If you are highly motivated, skilled in all aspects of administration and possess a can do attitude, this might be the role for you.
This is a full time position, but we would be happy to consider job share.
Main duties of the job
The post holder will provide a wide variety of administrative support including a reception service and will be the first point of contact for service users, their families and other professionals. The post holder must possess qualities which include the ability to work confidently alone as well as working as part of a team, be able to form good relationships with both service users and colleagues and demonstrate fairness and transparency.
Working for our organisation
We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.
Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We’re really proud of our #PennineCarePeople and do everything we can to make sure we’re a great place to work.
All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.
If you come and work for us we will offer a range of benefits and opportunities, including:
* Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
* Flexible working opportunities to support your work/life balance
* Access to Continued Professional Development
* Involvement in improvement and research activities
* Health and Wellbeing activities and access to an excellent staff wellbeing service
* Access to staff discounts across retail, leisure and travel
Detailed job description and main responsibilities
Main Duties and Responsibilities
• To provide an appropriate and courteous response to all enquiries, taking clear messages as necessary and making telephone calls as directed.
• Obtain thorough and accurate information when taking telephone calls and uploading self/paper referrals ensuring appropriate information is passed to relevant duty staff.
• Ensure priority referrals are processed within a timely manner adhering to service policy and procedures at all times.
• Take a key role in managing waiting lists and allocating patients to appropriate clinicians.
• Ensure accurate recording and updating of data systems, both manual and computerised and respond to requests for reports from both local and national systems.
• You must be confident in the use of a range of computer applications, including Excel, PowerPoint, Outlook and Microsoft Word.
• Organise interpreters on request ensuring accurate patient details are recorded including appointment times, dates and venue.
• Take minutes of meetings as directed by the office manager.
• Book meetings and organise rooms.
• Undertake filing duties including archiving and tracking files and ensure files and relevant documentation concerning patients are made available to therapists/clinicians on request.
• Ensure adequate supplies of stationary.
• Provide a photocopying service.
• Process incoming and outgoing mail and distribute accordingly.
AFC 20/06/18 JME
• Work with client group in a non-judgemental and confidential manner, ensuring that you maintain high standards of care when dealing with patients over the phone and face to face.
• Participate in monthly team meetings.
• Work effectively both in a team situation and on one’s own initiative.
• Work effectively under very demanding and sometimes stressful situations.
• Have an awareness of and adhere to all policies and procedures relating to this service.
• Prioritise own workload ensuring duties are carried out to a high standard.
• Take responsibility for own health and safety and the health and safety of others ensuring any potential risk is reported immediately to the relevant departments.
• Take responsibility for own personal development, keeping up to date with organisational/service changes and mandatory training including Safeguarding and Governance training.
• You must have a flexible and can do attitude towards work demonstrating excellent team working abilities, assisting and supporting colleagues.
This job description is not exhaustive, but is intended to give an overall picture of the role. Other duties within the general scope of the post may be required from time to time. The duties of the post and job description can be reviewed through the agreed process.
General Duties of all post holders
• To undertake any other reasonable duty, which is appropriate to the band, when requested by Senior Staff.
• To be familiar with and comply with all Trust and departmental policies, procedures, protocols and guidelines.
• To be aware of and work towards the Trusts strategic goals.
Person specification
Education / Qualifications
Essential criteria
* GCSE in English and Maths or equivalent Excellent keyboard skills, RSA level 3 or equivalent. NVQ Level 3 or equivalent in administration with experience to NVQ 3 Level
Experience
Essential criteria
* Proven experience of working within a busy office environment. Competent in the use of IT applications including Excel, PowerPoint, Email, Outlook and Word Processing. Working with the general public in a sensitive, confidential and nonjudgemental manner Excellent interpersonal skills whilst working with a wide range of groups
Desirable criteria
* Experience of working within the NHS organisation Paris trained
Knowledge
Essential criteria
* Data protection Act, policies and procedures
Desirable criteria
* Understanding of Mental Health Services
Skills and Abilities
Essential criteria
* Highly motivated with excellent organisational skills. Ability to work within a team setting and on one’s own initiative. Ability to see tasks through to completion ensuring deadlines are met. Ability to prioritise own workload. Ability to manage own stress levels, participating in supervision and guidance. Take responsibility for own work performance and understand boundaries. Keep up to date with own learning and development including mandatory training.
Work Related Circumstances
Essential criteria
* Use of a car or access to a means of mobility to travel across the Trust footprint in line with service needs Willing to carry out all duties and responsibilities of the post in accordance with the Trust’s Equal Opportunities and Equality and Diversity policies Appointments to regulated and controlled activities require an enhanced DBS disclosure.
We also offer virtual application support sessions each month, where you will learn some hints and tips to support you in completing your application form. To secure your place, and to find out more visit the on our website.
Sponsorship - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the
What happens after your application has been received?
You will be informed about the progress of your application following shortlisting via email. Only applicants who clearly demonstrate the criteria listed in the person specification will be shortlisted for interview. Interview invites will be sent out via email.
What happens if I am offered the position after interview?
The hiring manager will make contact with you to verbally offer you the position. The hiring manager will then inform Recruitment of the decision and provide relevant paperwork. You will be sent a formal conditional offer via email.
What pre-employment checks will I need to complete?
By conducting pre-employment checks, the recruitment team will verify that you meet the pre-conditions of the role you have been offered. Pre-employment checks will be carried out according to. The checks are:
* Identity verification
* Right to work check
* Disclosure and barring service (DBS)/Criminal record check (dependent on role)
* Professional registration and/or qualification check
* Occupational health assessment
* Employment history and reference validation
All applicants external to the NHS will be required to provide their to cover the most recent three years employment. This information will used to validate employment history and references as part of pre-employment checks.
If you are offered a position with us and you require sponsorship to support your right to work, we will review your eligibility in line with. If the role you have been offered is not eligible for sponsorship, and you are not able to evidence own your right to work, your conditional offer could be withdrawn.
What happens when pre-employment checks are complete?
Recruitment will liaise with you and the hiring manager to arrange a start date for your new position. You will then be booked on to a Trust Welcome Session and be sent your Pennine Care NHS Terms and Conditions.
Other important information
* We are committed to equality, diversity, and inclusion (EDI) and recognise the importance of ensuring our diverse service user population is reflected within our workforce. Unfortunately, we know that, at present, there is underrepresentation of our communities in our workforce. We welcome applications from people from diverse communities to help us grow, learn, be better and consider brilliant innovation diverse people bring.
* If you would like to be considered under the disability confident scheme, you will be guaranteed an interview if you meet the essential criteria on the person specification for the post.
* If you require reasonable adjustments to our recruitment process please phone us on 0161 716 3181 at the earliest opportunity. We will support you to complete your application.
* Unfortunately we are not able to guarantee the transfer of lease cars, or cover the costs of early termination charges.
* We have a strict policy on unsolicited contact from recruitment agencies. Please do not contact our hiring managers directly.
We reserve the right to close a vacancy earlier than the advertised closing date if a sufficient number of applications have been received. To ensure you application is considered, please submit at the earliest opportunity.