About this role
Job summary
Please be aware that this role is NOT eligible for Sponsorship
If you already work for HPFT on a health and care visa, you will NOT be able to transfer your visa to this role as this role is NOT eligible for Sponsorship
We are looking for a motivated, organised and welcoming Team Administrator to join our Adult Community Division
This is a Band 3 role based across The Marlowes, Hemel Hempstead and 99 Waverley Road, St Albans, supporting staff across and working closely with the wider administration team to provide a consistent, efficient and responsive service.
This is a varied role where no two days are the same.
The successful candidate will provide a wide range of administrative support, including safeguarding, telephone cover, managing enquiries, booking rooms and appointments, supporting meetings with note taking , maintaining records and ensuring information systems are kept up to date. This includes using online systems such as Datix and Paris - Electronic Patient records.
We are looking for someone who is professional, kind, positive and respectful, with good communication skills and the ability to organise and prioritise their own workload. The post holder will play an important part in supporting the smooth running of the service and contributing to a positive experience for service users, carers, visitors and colleagues.
Main duties of the job
The post holder will provide high-quality administrative support to the team, working closely with colleagues across the service to ensure day-to-day tasks are completed effectively and in a timely way.
Duties will include working on safeguarding for the team , answering and redirecting telephone calls, taking messages, greeting visitors, dealing with enquiries and supporting the smooth running of admin.
The role will involve managing mail, booking rooms, preparing and arranging meetings (including safeguarding ) and appointments, updating diaries, supporting staff training bookings and completing general administrative tasks such as photocopying, scanning, emailing, archiving, typing and filing.
The successful candidate will also support safeguarding and the maintenance of accurate records and information systems, including patient administration systems, and will be expected to handle information safely and confidentially in line with Trust policies.
The post holder may be required to take minutes on occasion, chase actions and outcomes, organise patient transport and support the team with routine communication relating to appointments, admissions, discharges and transfers.
About us
Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from theCare Quality Commission.
Our family of over 4,500 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Welcoming. Kind. Positive. Respectful. Professional.
Job description Job responsibilities
The Team Administrator will provide a reliable and flexible administrative service to staff based across two locations. The post holder will work as part of the wider administration team and will support Senior Team Administrators, Assistant Team Administrators, Receptionists and Medical Secretaries to deliver a consistent and effective service.
The successful candidate will be expected to manage their own workload, work without direct supervision at times, use initiative within agreed procedures and recognise what needs to be prioritised. The role requires strong organisational skills, attention to detail and the ability to respond calmly and professionally to competing demands.
The post holder will complete a range of administrative tasks including typing, note / minute taking , filing, scanning, photocopying, archiving, email correspondence, booking appointments, arranging meetings, updating diaries, supporting bring-forward systems and maintaining both paper and electronic filing systems.
The role will involve maintaining accurate service user information on electronic systems, supporting appointment changes and cancellations.
The post holder will communicate regularly with service users, carers, colleagues and external agencies. This will require a friendly and professional approach, including the ability to provide and receive routine information with tact and sensitivity, particularly where people may be anxious, distressed or experiencing communication barriers.
Although the role has no clinical responsibility, the post holder will contribute to service user care by supporting administrative processes linked to appointments, clinics, admissions, discharges and patient transport.
The successful candidate will also be expected to support new or less experienced staff by demonstrating departmental procedures, offering advice about their own role and providing mentorship to lower banded staff where appropriate.
Applicants should have experience of working in an office environment, good keyboard and telephone skills, confidence using Microsoft Word and email, and the ability to organise, prioritise and complete work accurately. A friendly manner, calm approach, good communication skills and a professional attitude are essential.
The post would suit someone who works well as part of a team, can manage interruptions and changing priorities, and is committed to supporting high-quality care through effective administration.
Car driver essential as a majority of the posts are community based, the post holder will need a full valid driving licence and access to a car to use regularly for business purposes including business insurance (unless you have a disability as defined by the Equality Act 2010).
Person Specification
Qualifications Essential
Educated to Secondary Level with GCSE qualifications or equivalent
Desirable
NVQ3/RSA3 or equivalent experience
Experience Essential
Some experience of working in an office environment that gives knowledge of secretarial or administrative procedures and systems, some of which are non-routine and non-routine activities such as answering queries, progress chasing, task-related problem solving, acquired through experience.
Skills Essential
Microsoft Word Packages
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 Hertfordshire Partnership University NHS Foundation Trust
Address The Marlowes Health and Wellbeing Centre
39-41 The Marlowes
Hemel Hempstead
HP1 1LD
United Kingdom
Employer's website https://www.hpft.nhs.uk/careers/ (Opens in a new tab)