About this role
Job summary
Smoking is the leading cause of preventable illness and premature death in England, with about half of all lifelong smokers dying prematurely, losing on average around 10 years of life. In 2016 alone, there were around 78,000 deaths attributable to smoking, representing 16% of all deaths across the UK. Yorkshire Smokefree Wakefield provides expert NHS advice and support for anyone who wants to stop smoking in the Wakefield District.
This role is to join the Yorkshire Smokefree team as an administrator. The successful candidate must possess excellent communication skills with the ability to communicate with a variety of service users and health care professionals. They must have excellent IT skills and a working knowledge of Microsoft office, excel and outlook.
The role would include offering initial smokefree advice to potential service users for which training would be given. The successful candidate would be required to support the smokefree advisors in the administration and delivery of clinics, information sessions and events, follow up of clients, working in the office answering telephone queries and processing referrals.
The role is varied and interesting and would suit someone who enjoys a busy and challenging work load along with a passion for behaviour change in the smokefree arena.
All employees of the Trust are strongly encouraged to have their up-to-date flu vaccination to protect staff and patients.
Main duties of the job
The postholder will offer excellent communication skills with the ability to communicate with a variety of service users and health care professionals, have a high standard of IT skills and a working knowledge of Microsoft office and excel. The postholder will have experience of arranging meetings, minute taking and distribution. To be forward thinking and proactive. To contribute to achieving business outcomes and delivering excellent customer service.
The role would include offering initial smokefree advice to potential service users, managing referrals, arranging appointments and assisting in maintaining service databases and spreadsheets to ensure high quality of service is achieved. To support the smokefree advisers in the administration and delivery of clinics and groups. Be flexible and provide cover for other members of the teams when required.
At the time of advertising, this role does not meet the minimum requirements set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, we are unable to sponsor anyone for a skilled worker visa for this role.
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.
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 Administrative Supervisor, within a delegated framework for agreed tasks and seeking support as and when necessary, provide a comprehensive, confidential, Secreterial/administrative service to clinical/support services, in an efficient and confidential manner.
provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.
demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.
may work within clinical environments where conflict resolution may be required.
act as principal point of contact for users of the service eg,individuals from within/outside the Trust, service users and members of the public etc.
work flexibly to meet the needs of the service.
develop and maintain good working relationships by being, flexible, adaptable, polite, positive and empathetic, communicating effectively and informatively.
work with sensitivity and have a good understanding of the service provision and issues experienced by its users.
prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of postholders level of competency or authority to the Administrative Supervisor.
work within well-established departmental/Trust policies, procedures, protocols, guidelines and established service delivery plans at all times.
use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to others user communication difficulties.
ensure the service experienced is positive and service user confidentiality is maintained at all times. Treat users of the service, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values.
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.
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
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
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 Knowledge of Data Protection Act Customer care skills Good interpersonal skills Diversity/Cultural understanding 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
Knowledge of information governance
Experience Essential
Recent Secretarial/administrative experience and copy /audio typing Note/minute taking In using email, maintaining and updating paper and electronic diaries, arranging meetings In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc In working as an effective team member with minimum supervision In working in a busy environment with competing demands 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
In working in a caring environment In dealing with the public
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)
Qualifications Essential
As appropriate to the role:: NVQ level 3 (or equivalent qualification) or, RSA lll Or, be able to demonstrate competency at level 3.
Desirable
Willingness to undertake further study/development.
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 South West Yorkshire Partnership NHS Trust
Address Agbrigg & Bell Vue Community Centre
Montague Street
Wakefield
West Yorkshire
WF15BB
Employer's website https://www.southwestyorkshire.nhs.uk (Opens in a new tab)