Job summary
NHS Dorset is seeking to recruit an enthusiastic andself-motivated Team Administrator to join the People Directorate team. This isa fixed term role to cover maternity leave which can be based in either ourDorchester or West Moors office with the ability to work virtually from homeand whilst we can provide the appropriate IT equipment, there is an expectationthat you will have a suitable home environment in which to work from.
This is an exciting opportunity to work within a strong andsupportive team and to undertake a key role in successfully deliveringimportant administration tasks across the directorate.
Some of the key responsibilities are:
1. Management ofseveral directorate inboxes, responding to emails in a timely manner
2. Take accurateand comprehensive minutes during meetings and circulate to attendees.
3. Log and trackactions arising from meetings and ensure they are completed within agreed timescales.
4. Manage thedirectorate diary and schedule appointments and meetings as required
5. Collatepapers for committee meetings and distribute to attendees in advance.
6. Assist withthe application process for Advanced Clinical Practitioners, Practice Assessorsand Practice Supervisors
7. Anyother administrative tasks as required by the directorate.
Main duties of the job
In order to be successful in this position, we are looking for someonewith administrative experience to a NVQ Level 3 or relevant previousadministration experience, however this is not essential as a full inductionprogramme with ongoing training and support will be provided.
You should beself-motivated, highly organised, flexible, have excellent communication skillsand a can-do attitude. Short-listed candidates will have a working knowledge ofMS office packages such as Word, Excel, Outlook, and Microsoft Teams alongsideexcellent communication skills both written, face-to-face, over the telephoneand via video calls.
The successful candidate will have the ability toundertake their daily task in a hybrid working environment either from NHSDorset office space or from their home. If working from home access to theinternet is essential.
About us
We are joining up to tackle all the things that affect our health and wellbeing, make real change, and improve things for our communities.
Dorset ICS is made up of:
8. NHS Dorset Integrated Care Board
9. University Hospitals Dorset Foundation Trust
10. Dorset County Hospital Foundation Trust
11. Dorset HealthCare University Foundation Trust
12. Dorset Council
13. Bournemouth, Christchurch, and Poole Council
14. 194 town and parish councils
15. 18 primary care networks (made up of 73 GP practices)
16. Southwestern Ambulance Service Foundation Trust
17. Dorset Police
18. Dorset & Wiltshire Fire and Rescue Service
19. 7,300 voluntary organisations
What we do
The Health and Care Bill puts ICSs on a statutory footing empowering them to better join up health and care services, improve population health, and reduce health inequalities.
ICSs have four core purposes:
20. Improve outcomes in population health and healthcare
21. Tackle inequalities in outcomes, experience, and access
22. Enhance productivity and value for money
23. Help the NHS support broader social and economic development
Job description
Job responsibilities
The post holder will play a key role in supporting the People Directorate. The post holder will deliver an effective and competent level of clerical support and consistently deliver a client focused service.
The post holder will be required to work under their own initiative as well as working as part of the wider administration team and will demonstrate a willingness to help others and be a key member of the team with responsibility for specifically allocated tasks. The post holder will be expected to follow set processes, prioritise their own workload and demonstrate initiative in order to fulfil the requirements of the post. Excellent interpersonal skills and communication skills are essential plus an ability to deal with highly sensitive and confidential information.
The post holder will be the initial point of contact in the office and must have competent ICT skills including word processing, database inputting and diary management skills.
The post holder must have a flexible and adaptable approach to their work in order to meet demanding deadlines and have the ability and resilience to regularly deal with a range of routine and non-routine administrative tasks as required to deliver an efficient and effective service.
Please see full job description attached.
Person Specification
Qualifications
Essential
24. Educated to Level 3 or equivalent relevant qualification or significant proven experience in a similar role.
25. Evidence of Continued Personal Development
Skills, Abilities & Knowledge
Essential
26. Awareness of a range of health services provision
27. Able to provide and receive routine information, barriers to understanding /provide and receive complex and sensitive information.
28. Able to exchange information with patients, family members and providers requiring tact and empathy and communicates complicated information to staff from other departments and external contacts
29. Clear communicator with good writing, data entry and telephone skills, ensuring accuracy
30. Able to work effectively as part of a team
31. Able to make judgements involving facts or situations, some requiring analysis on how to deal with enquiries
32. Able to work to own initiative, organising and prioritising own workload to set deadlines
33. Follow policies in own role. May be required to comment/implement policies and propose changes to practices and procedures for own area
34. Accurate data entry and text processing from documents onto bespoke database and secure and accurate storage of data
Experience
Essential
35. Previous experience of working in an administrative environment using computerised data systems
36. Previous experience of working in a health care environment
37. Proven history of planning and organising workload and distribute information in a timely manner to team members as appropriate Knowledge of Data Protection
38. Working knowledge of Microsoft Office including Word and Excel
Desirable
39. Knowledge of NHS issues