Overview
To facilitate and assist with the provision of a high quality and efficient administrative support service to management, staff, and external stakeholders. The post holder will provide a service which focuses directly on the liaison and coordination of all admin activities within the team. The post holder will act as a first point of contact for residents, families, staff, and external professionals.
Responsibilities
* Support the provision of an effective secretarial and administrative service to the team while maintaining a high degree of confidentiality in relation to information about staff, residents and service changes organisational wide.
* Deal efficiently with complex administrative tasks often with tight deadlines.
* Ensure systems are in place to capture and retrieve statistical information, maintain databases and produce reports as requested.
* Preparation, distribution and circulation of relevant documents and information both internally and externally as required.
* Be the first point of contact, provide non-clinical advice and exercise own judgement when dealing with enquiries; independently communicate effectively on behalf of the Team.
* Resolve queries where possible, take messages or redirect calls as appropriate and ensure timely action is taken.
* Be sympathetic and sensitive to the requirements of staff, professionals and families when communicating face to face or by telephone, including handling difficult situations.
* Liaise with professionals from external agencies SHSC, maintain a confidential and accurate message system; direct/re-direct paperwork and emails.
* Receive and distribute internal and external mail, ensuring sensitive information is brought to an appropriate person\'s attention in a timely manner.
* Produce regular routine information and reports as required by the staffing team.
* Set up and maintain accurate and robust information and filing systems, including paper and electronic systems.
* Liaise with SYHA and external providers regarding maintenance and repair requests; log, monitor and follow up maintenance issues to ensure timely resolution.
* Schedule and minute meetings as required.
* Monitor the generic email inbox and respond in a timely manner.
* Fire warden duties including keeping up to date with mandatory training requirements.
Finance & Resources
* Stock monitoring.
* Completing requisitions using the Trust\'s online financial system.
* Process invoices, receipts, and petty cash.
* Manage residents\' personal allowances with accurate accounting.
* Handle and record cash for Activity Co-ordinator and staff initiatives.
* Process and record payments for services such as chiropody and hairdressing.
Requirements and Qualifications
* Excellent communication skills, the ability to be organised and prioritise work for the team.
* Ability to demonstrate initiative and, at times, work unsupervised.
* Range of administrative and secretarial skills including effective use of the full Microsoft Office suite and excellent customer service skills.
* Maintain a high degree of confidentiality with relation to employees and sensitive information in accordance with Trust policies and procedures.
Organisation and Values
At Sheffield Health Partnership University NHS Foundation Trust we provide a range of services and have a values framework: We work together, We are respectful and kind, We are inclusive and We keep improving.
Equal Opportunities, DBS and Sponsorship
* We are a Disability Confident employer and offer a guaranteed interview to disabled applicants who meet all essential criteria where sponsorship does not apply.
* If you require adjustments to the application process, contact us.
* Safeguarding: the Trust is committed to safeguarding adults and children; successful applicants may be required to undergo Disclosure and Barring Service (DBS) checks at the Trust\'s discretion; costs may be borne by the applicant. The DBS Update Service is preferred; annual fee is the applicant\'s responsibility but may be reclaimed via the Trust\'s expenses policy.
* Applicants may be redirected to the Trust\'s applicant management system (Trac) and ESR for NHS staff records where applicable.
Flexibility and Working Arrangements
We know how important flexible working can be to applicants and we encourage discussion of working arrangements; the Trust will aim to accommodate reasonable requests where possible.
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