About this role
Job summary
This role is offered on a permanent basis. The hours are part-time, 22.5 hours per week.
We have an exciting opportunity for an administrator to join the Later Life Admin Team within the South Locality at Weavers Croft in Stroud. This is a part time post, working with another part time administrator.
The successful candidate will work as a part of a team providing comprehensive and confidential administration support to the Later Life multidisciplinary team in accordance with the requirements of the service as led by the Team Manager and Locality Support Services Manager.
Working in conjunction with colleagues, service users and internal and external stakeholders. the post holder will directly contribute to the efficient running of the Later Life service.
Main duties of the job
The post holder will work to provide administrative support to the South Later Life Community Mental Health team and be integral to the support for our patients.
To work as a part of a team providing comprehensive and confidential administration support to the Later Life multidisciplinary team in accordance with the requirements of the service as led by the Team Manager and Locality Support Services Manager.
Working in conjunction with colleagues, service users and internal and external stakeholders. the post holder will directly contribute to the efficient running of the Later Life service.
The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.
About us
We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.
Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:
72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question. 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region. 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%. This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.
Job description Job responsibilities
To maintain/update information of the Trusts patient information system (RIO)
To be responsible for actioning, following up on and/or re-directing appropriately any incoming queries from the joint administrative outlook email inbox and to exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries
To communicate effectively with a wide range of people including colleagues and members of the public via telephone and/or in person, ensuring at all times that a professional approach is presented.
To efficiently use appropriate systems to collate and report data and information in an accurate format, producing spreadsheets and pulling reports to a high-quality standard (e.g. Microsoft Excel, Word, PowerPoint).
To produce copy and/or audio or digital typing of correspondence, reports, presentations, and spreadsheets; ensuring all documents are accurate and produced to a high standard.
To actively support team meetings - co-ordinate, collate and ensure accurate and timely distribution of papers, as needed. Ensure that Minutes are accurate, well written and presented, and effectively distributed in a timely manner.
To maintain a well-managed filing system, both paper and electronic, ensuring ease of access and retrieval, in line with Trust protocols
To carry out general administrative tasks for the department to agreed standards and timescales, e.g. photocopying, sending out correspondence and uploading of documents on the relevant computer systems
To use own initiative in prioritising workload to ensure deadlines are met and to timely escalate any arising issues to the Locality Support Services Manager and Team Manager
To adopt a flexible and supportive role within the administration team by assisting with workload in the absence of colleagues including providing cover for the reception team and other teams to maintain a robust provision of the service.
This role is not eligible for sponsorship as per the Governments UK VISA and Immigration Rules and Regulations. For more information please visit https://www.gov.uk/browse/visas-immigration/work-visas
Person Specification
Qualifications and Experience Essential
GCSE level grade C education or equivalent Good literacy and numeracy skills NVQ Level 3 in administration or equivalent. Proven experience of unsupervised administrative work in a busy office environment Experience of using customer/patient information system Minute-taking, Audio/digital typing
Desirable
Previous experience of working within the NHS Previous experience of working within mental health
Personal Skills, Abilities and Attributes Essential
Ability to communicate effectively in both verbal and written form Ability to work effectively both autonomously and as part of a team Ability to demonstrate an empathetic and sensitive approach when dealing with people Good organisation and time-management skills Proactive approach - able to work on own initiative
Other requirements Essential
Ability to travel around the locality as requested, independently and efficiently.
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 Gloucestershire Health and Care NHS Foundation Trust
Address Weavers Croft
Field Road
Stroud
GL5 2HZ
Employer's website https://www.ghc.nhs.uk/who-we-are/jobs/ (Opens in a new tab)