About this role
Job summary
The Wellbeing and Emotional Support Team (WEST) in Schools are a forward thinking, supportive & hardworking team that is continuously expanding and developing as individuals and a service. We provide high quality evidence-based interventions to Children & Young People in Schools.
This is an exciting opportunity to contribute to the delivery of early intervention and mental health support for children and young people across Herefordshire and Worcestershire. You will be responsible for a range of administrative duties including managing appointments, maintaining accurate records, supporting meetings and acting as a key point of contact for service users, schools and partner agencies.
In return, you will join a supportive and inclusive team that is passionate about improving mental health outcomes and investing in staff development.
Hours: 37.5 hours a week across Monday to Friday.
Please note the Trust is unable to provide sponsorship to work for this role, to apply you must have current right to work in the UK status. Employment on a time limited visa doesn't guarantee sponsorship at point of expiry.
Main duties of the job
We are an expanding and innovative service, and while the role can be busy at times, it is also rewarding. You will provide administrative support to our WEST teams across Herefordshire. As the service develops, some cross-locality support may be required across both Counties, so flexibility and teamwork are essential.
You will be a key point of contact for children, young people, families, schools and partner agencies, managing telephone and email enquiries professionally, sensitively and confidentially. You will also support clinicians with the coordination of appointments and clinics.
The role includes maintaining electronic patient records, processing referrals, preparing correspondence and supporting team meetings. You will need good knowledge of Microsoft Office, particularly Excel and Word, alongside excellent organisational, prioritisation and communication skills, with a commitment to putting children, young people and families at the heart of everything you do.
About us
At Herefordshire and Worcestershire Health and Care NHS Trust, we are working together to deliver outstanding care. We run community hospitals and community health services across Worcestershire and provide mental health and learning disability services across both Herefordshire and Worcestershire.
Our people (all 4500+ of them) provide services for people of all ages, experiencing both physical and/or mental health conditions from over 100 sites.
We will support you to thrive; offer flexible working options for a great work-life balance, help you fulfil your ambitions, and empower you to make positive changes within your team or service. We value diversity and encourage applications from people of all backgrounds, cultures, and ethnicities.
What we offer;
27 days leave plus bank holidays, increasing up to 33 days with long service Generous NHS pension and enhanced pay when you work unsocial hours Flexible and agile working opportunities Great maternity, paternity, and adoption support Wide range of supportive staff networks Health and wellbeing opportunitiesIf you would like to know more, please visit our website.
We encourage you to read the attached applicant guidance notes.
Sharing your data - As a data controller we may sometimes need to process your data to pursue our legitimate business interests, for example to request a survey from you (optional), to support the Trusts understanding of where you gained interest in working for the Trust.
Job description Job responsibilities
Undertaking clinical record keeping; ensuring that all case records are maintained accurately, legibly and contemporaneously and that all information acquired in the course of carrying out their duties is treated in the strictest confidence but is shared with all professional colleagues, in line with information sharing policy - protocol.
Undertake administration - secretarial duties that are specific to the role.
Undertake general office duties, as required, e.g. typing, data inputting, filing, scanning - copying.
Provide administrative support to the team - service meetings, including the preparation and distribution of agendas and papers.
Support clinicians with preparing and sending out clinical documentation such as letters.
Arrange, confirm appointments and meetings, making appropriate arrangements e.g. hospitality, booking venues, equipment etc.
Answer - deal with telephone enquiries.
Responding & redirecting emails sent to the teams generic email account.
For full details of the duties and criteria please refer to the job description and person specification attached.
Person Specification
Knowledge Essential
Knowledge of a range of administrative/secretarial procedures. Detailed knowledge of Microsoft Office: Word / Excel / Outlook. Understanding of the Data Protection Act and NHS Code of Confidentiality.
Qualifications Essential
Educated to academic Level 3 (e.g.: A-Level, NVQ3, OCR/RSA3, City and Guilds 3) in a Business/ Administration related subject or Educated to academic Level 2 (e.g. GCSE Grade A-C) with considerable recent NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post. I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.
Desirable
Shorthand.
Skills and Abilities Essential
Ability to communicate clearly and effectively in English in both verbal and written formats. Intermediate IT skills. Numerate. Good organisational skills.
Additional Criteria Essential
Ability to meet the travel requirements of the role. I understand the Trust is unable to provide sponsorship to work for this role, and employment on a time limited visa doesn't guarantee sponsorship at point of expiry.
Experience Essential
Recent, relevant, Administrative/Secretarial experience (usually demonstrated by a minimum of 2 years experience).
Desirable
Previous relevant NHS experience. Minute taking experience.
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Herefordshire and Worcestershire Health and Care NHS Trust
Address 2 Kings Court
Charles Hastings Way
Worcester
Worcestershire
WR5 1JR
United Kingdom
Employer's website https://www.hacw.nhs.uk/careers (Opens in a new tab)