About this role
Job summary
Working as a member of the Community Independence Service you will contribute to the running of and providing administrative support for the Rapid and Rehabilitation Pathways.
Your duties will include liaising with both internal staff and external agencies. You will have fast and accurate copy and audio typing skills and experience of taking comprehensive minutes at meetings.
You will order and manage inventory of supplies, such as stationery, personal protective and IT equipment as well as support the induction of new members of staff into the team.
You will keep weekly rotas up to date, liaising with and supporting colleagues in the other boroughs to meet the demands of the service.
As much of the team are out in the community treating local residents in their home, there is a degree of self-directed duties and frequent interruptions, therefore it is key to have the ability to work using your own initiative as well as being a team player, with excellent interpersonal skills
Main duties of the job
The post holder will be responsible for providing comprehensive and efficient administrative services to the Hammersmith and Fulham Urgent Community Response, Home First and Rehab Teams within the Community Independence Service (CIS).
The post holder will be required to support the Borough Lead and Pathway Leads with varying ad hoc administrative tasks and the implementation of service improvements.
The post holder will be emotionally intelligent and have excellent interpersonal and communication skills, as the role entails liaising with a wide range of internal and external staff/organisations, to ensure that the service operates smoothly for the benefit of patient care.
The post will be supervised and the post holder will liaise closely with other administration staff within the service (across the Tri-borough), other administrators from other areas across the Trust and external agencies as required
About us
West London NHS Trust is one of the most diverse healthcare providers in the UK, delivering a range of mental health and physical healthcare and community services. The Trust runs Broadmoor Hospital, one of three high secure hospitals in the country, with an international reputation.
Our high secure services care for patients from South of England and we provide low and medium secure services across eight London boroughs. The Trust also provides mental and physical healthcare in three London boroughs (Ealing, Hounslow and Hammersmith & Fulham). We employ 4,500 staff, of whom 56% are BME. Our turnover for 2023-24 is £426m.
The Trust is rated as 'Good' overallby the Care Quality Commission. Forensic services are rated as 'Outstanding'.
The Trust is an established partner and contributor in the development of the evolving North West London Integrated Care System and the Integrated Care Board. The Trust leads the NW London Children and Adolescent Mental Health provider collaborative.
Job description Job responsibilities
The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached.
The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.
Person Specification
Experience Essential
At least two years secretarial/ administration experience At least six months experience of dealing with members of the public both face-to-face and on the telephone Ability and experience of Microsoft Office and IT packages, including use of databases, Outlook, Word, PowerPoint, MS Teams and Excel spreadsheets. Fast and accurate typing (min. 50wpm) and spelling Demonstrate effective organisational ability over a wide range of tasks e.g. typing, data input, managing the environment in conjunction with the team manager/ site services manager and other ad hoc duties Ability to work in a flexible and organized manner, to prioritize and work to deadlines. Ability to communicate effectively, both verbally and in written English Confidence to work on own initiative and to consult as needed Ability to work positively in a team An appreciation and respect for the needs of people with physical and mental health conditions and their families, and an ability to deal with aggressive or distressed people in a calm manner. Ability to treat service users with respect and dignity at all times, adopting a culturally sensitive approach which considers the needs of the whole person. Able to build constructive relationships with warmth and empathy, using good communication skills Experience of using large databases e.g. electronic patient records, healthroster or similar rostering system. Electronic diary management Using initiative and problem solving/improving office systems and procedures.
Desirable
Experience of working in a health or related setting Experience of working within multi-disciplinary teams Working in a healthcare setting
Knowledge Essential
Able to empathise/communicate and deal with enquiries from diverse range of service users Ability to organise own work, prioritising to meet deadlines and to use initiative Good verbal/written skills, including the ability to compose letters and emails e.g. letter templates. Ability to switch tasks at short notice and deal with non-routine enquiries Good time management skills Knowledge of trust objectives
Personal Qualities Essential
Team worker Work under pressure Motivated Polite and helpful manner
Qualifications and Training Essential
Literate and numerate Attained at least Level 2 Maths and English (equivalent to GCSE grade 9-4 (A*-C)) RSA III or equivalent secretarial qualification NVQ Level III or equivalent 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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name West London NHS Trust
Address Community Indepence Service
Hammersmith and Fulham
W6 9XY
United Kingdom
Employer's website https://www.westlondon.nhs.uk (Opens in a new tab)