About this role
Job summary
Join Our Friendly Phone Hub Team at Folly Hall Mills, Huddersfield
Are you a friendly, organised, and compassionate individual looking to join a welcoming team?
As an admin assistant you will be responsible for supporting your Manager/supervisor in ensuring that our service needs are met through the delivery of high-quality work.
You will be responsible for ensuring that the administrative needs match the output requirements in supporting the teams and service users visiting Folly Hall.
You will be responsible for the efficient administration tasks within the Physical Health and Wellness Team and the CMHT phone hub.
A key part of the administrative assistants role would be to contact SMI patients in primary care and to book the patients into HCF (health care facilitators) clinics for the physical health checks to be undertaken. This will require some persistence and relationship building skills with SMI patients.
The post holder will be expected to establish good working relationships and a collaborative approach with other primary care colleagues that also assist the Physical health and Wellness team in making their clinic appointments.
The post holder will support HCFs and the clinical team leader in relevant administrative tasks for example such as following up any patient referrals (made by the HCF) and informing patients of any developments with this.
Main duties of the job
About You
You will have excellent communication and interpersonal skills, able to deal with people kindly and sensitively in person and over the phone. You are highly organised with a keen eye for detail and can remain calm under pressure in a fast-paced environment. You have good IT skills and are competent in Microsoft Office applications. You can work effectively as part of a team and adapt to daily demands. Previous experience in a customer service role is desirable, particularly within a healthcare setting. Main duties of the job
The main duties of the role are:
Admin duties within the Physical Health and Wellness Team and CMHT phone hub.
Making clinic appointments for health care facilitators with SMI patients in GP practices across north and south Kirklees.
Following up patients individually that do not attend clinic appointments and re-booking them for another appointment.
Being flexible in supporting health care facilitators and the clinical team leader with their own administration when this is requested.
Being able to demonstrate a good understanding and application of the need for reasonable adjustments for the SMI (severe mental illness) patient cohort.
Typing up and sending out appointment letters.
If you have more questions about the position, or would like to have an informal chat about the role, you should contact Donna Silver, Locality Resource Manager 07342 077 365.
About us
We are a specialist NHS Foundation Trust that provides community, mental health and learning disability services for the people of Barnsley, Calderdale, Kirklees and Wakefield. We also provide low and medium secure services and are the lead for the west Yorkshire secure provider collaborative.
Our mission is to help people reach their potential and live well in their communities, we do this by providing high-quality care in the right place at the right time. We employ staff in both clinical and non-clinical services who work hard to make a difference to the lives of service users, families and carers.
We encourage and welcome applications from all protected characteristic groups, we value diversity and want our workforce to be reflective of our communities.
Being a foundation Trust means were accountable to our members, who can have a say in how were run. Around 14,300 local people (including staff) are members of our Trust.
Join us and you will be one of over 4,500 staff committed to supporting and improving the mental, physical and social needs of the thousands of people we meet and help each year.
We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all colleagues and volunteers to share this commitment.
We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.
Job description Job responsibilities
JOB SUMMARY
Service user contact referred to in this Job description will only apply when working within a clinical area.
The post-holder will:
under the supervison/direction of the Line Manager, be aware of and able to undertake the routine admin/communication requirements of the service. Provide a confidential service to clinical/support services, in an efficient manner.
follow and ensure the service is provided in accordance with well-established policies, procedures, protocols and guidelines and service delivery plans.
demonstrate knowledge of the service to enable the post holder to contribute and inform decision making within the service.
may work within clinical environments where basic conflict resolution may be required.
work flexibly to meet the needs of the service.
develop and maintain good working relationships by being flexible, adaptable, polite, positive and empathetic providing and receiving routine information.
work with sensitivity and have an understanding of the service and issues experienced by users.
use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Respond to others communication difficulties.
assist in ensuring the service experienced is positive, and service user confidentiality is maintained at all times. Treat everyone eg, service users, their relatives, visitors, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values.
be encouraged to contribute ideas and suggestions within the team, and supported to progress as appropriate.
For full job description, please see attached supporting documents.
We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms.Over reliance on AI-generated content in application forms is strongly discouraged and we will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form.
At the time of advertising, this role does not meet the minimum requirements (salary threshold or occupational requirements) set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, unfortunately we are unable to sponsor anyone on a visa for this role at this moment in time.
We are happy to accept applications from candidates who can prove their right to work in the UK or via alternative visa routes. Such applications will be considered alongside all other applications.
All employees of the Trust are strongly encouraged to have their up-to-date flu vaccination to protect staff and patients.
Person Specification
Training Essential
Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area. Must be willing/able to undergo job development and training and maintain skills.
Special Knowledge & Skills Essential
Good written communication skills, with the ability to deal with and prepare routine written correspondence. Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages. In decision-making and prioritisation. Good Customer care skills. Good interpersonal skills. Diversity/Cultural awareness. Resilience to pressure and exposure to emotional/distressing situations. Non-judgemental, empathetic manner. Able to use observation skills to identify potential risks and act appropriately. Demonstrates Trust Values. Able to fulfil the requirements of the Trusts value based induction.
Desirable
Some Knowledge of GDPR requirements. Some knowledge of diversity/cultural requirements. Some knowledge of Health & Safety issues and risk identification. Some knowledge of moving & handling issues.
Physical Attributes Essential
A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy). Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).
Personal Attributes Essential
Ability to be flexible to meet the demands of the post. Responsive attitude and approach. Dress appropriately for the environment. Ability to travel around the Trust as appropriate to role.
Qualifications Essential
Must be appropriate to the role: NVQ level 2 or RSA II or OCR II (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services). Or, be able to demonstrate competency at level 2.
Desirable
Willingness to undertake further study/development.
Experience Essential
In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc. In using email, maintaining and updating paper and electronic diaries, arranging meetings. In working as an effective team member. Understanding of the need to maintain strict confidentiality. In using a degree of initiative. In organising and prioritising own tasks in order to meet deadlines.
Desirable
Secretarial/administrative/customer service experience. In copy typing /audio typing. In working in a caring environment at a band 2 or equivalent level of competence. Of NHS software programmes. In working in a busy environment with competing demands.
Employer details Employer name South West Yorkshire Partnership NHS Trust
Address Folly Hall Mills
St Thomas Road
Huddersfield
HD1 3LT
Employer's website https://www.southwestyorkshire.nhs.uk (Opens in a new tab)