Administrator @ South Tyneside and Sunderland NHS Foundation Trust

Job summary

An exciting opportunity has become available for enthusiastic and well-motivated band 3 Administrators to join the Community Autism and Learning Disabilities Services (CALDS) based at Monkton Hall.

Candidates should be qualified to NVQ Level 3 in Business & Administration or equivalent. Experience of database management and input, complex diary management, planning and organising complex meetings and experience in attending and recording minutes of meetings accurately is essential.

The post holder must also have the ability to communicate effectively with people at all levels by telephone and in person and display the ability to follow policies and procedures. Excellent organisational skills and time management skills are essential.

The post holder may occasionally be exposed to upsetting and distressing calls, therefore an element of resilience is needed, however full training is provided internally. The post holder should be organised, empathetic, and adaptable to change

The post holder should have a working knowledge of all computer packages. They should be able to demonstrate excellent keyboard skills and a knowledge of IT packages are essential. Experience in the use of excel would also be desirable.

Please note the Trust are not able to offer Skilled Worker Sponsorship for this role as it does not meet the UKVI threshold requirements. Applicants are requested to consider this when making their application. Please visit Gov.UK for further information.

Main duties of the job

• Deal with enquiries via telephone, email and face to face from service users
• Provide high-quality first response to professionals contacting the CALDS Team
• Receive, process, prioritise and communicate complex information from service users. This will include crisis referrals with exposure to distressed or emotional service users/carers
• Provide general information of a non-clinical nature demonstrating diplomacy, sensitivity and reassurance
• Ensure messages are communicated accurately to relevant personnel
• Diary management
• Arrange meetings, including booking venues, collating and distributing agendas, taking and distributing minutes as required and undertakes any other administrative follow-up actions
• Make travel and accommodation arrangements where required
• Maintenance of room booking system
• Ensure incoming and outgoing post is dealt with in a timely and appropriate manner
• Accurately input, update and retrieve service user data, in a timely manner, using a variety of systems
• Maintain up-to-date and effective filing systems
• Assist in the training of new members of staff
• Prepare presentation material including power point, acetates, flip charts and notices

Working hours are Monday Friday 8.30 5.00

About us

Please add your telephone number to your application form so we can contact you quickly if required.

One Team One Trust - There are many reasons to work at our Trust. From our commitment to putting people first to our accessible services and award winning teams. We have a passion for research, innovation and tackling inequalities. We are committed to respect, fairness and civility and promote a compassionate, caring and positive culture / working environment.

We welcome all applications irrespective of peoples race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under- represented groups. Looking after our workforces health and wellbeing is a priority for us. We also provide access to high quality education, training, career progression and support. Flexible working is supported via our Flexible Working Policy.

The Trust employs around 8,746 people and provides a range of hospital services to a local community of around 430,000 residents. We also provide a range of more specialised services outside this area. We offer our staff outstanding benefits - Fitness Centre (SRH), libraries at both hospital sites, chaplaincy support and access to a Care Co-ordinator to help staff with childcare arrangements.If you use AI, and it poses a risk to the integrity of your individual recruitment process, we may withdraw your application at any stage of the process.

Job description

Job responsibilities

PLEASE REFER TO THE ATTACHED JOB DESCRIPTION FOR FULL DUTIES OF THE ROLE.

As part of the administration team, to provide comprehensive confidential administrative support service to all members of the Learning Disabilities Service. To ensure that systems are standardised to meet the needs of the organisation.

To be the first point of contact for service users, carers and visitors to the clinical team and to respond in a helpful manner to enquiries or other issues raised.

To work across a range of bases across South Tyneside and Sunderland NHS Foundation trust as required.

Person Specification

Skills and Knowledge

Essential

• Excellent Communication (Oral and Written) and interpersonal skills
• Customer focussed approach
• Ability to work independently and as part of a team
• Excellent planning/organisational skills, ability to prioritise workload working to tight deadlines
• Personal Resilience and ability to work under pressure.
• Ability to provide flexible and committed support

Desirable

• Knowledge of Data Protection

Attitude

Essential

• Committed to delivering quality patient care
• Motivated and enthusiastic
• Target and results driven
• Flexible approach to working
• Open to change and new ways of working
• Ability to deal with conflicting situations

Analytical and Judgmental

Essential

• Actively monitor the waiting list highlighting any patients that may have breached their appointment date to the nursing team to ensure they are booked an appointment

Planning and Organisation

Essential

• Ability to work in busy office environment with frequent interruptions.
• Ability to prioritise workload ensuring deadlines are met.
• Ability to work workload without direct supervision.

Qualifications

Essential

• GCSE Maths and English (Grade C or above) or equivalent experience.
• NVQ III Business Administration or equivalent experience providing high level administration support

Desirable

• RSA III

Experience

Essential

• Substantial experience of busy office environment
• Minute taking experience
• Maintaining Filing Systems
• Experience and Knowledge of Microsoft Office (Word, Excel, PowerPoint, Access, Outlook).

Desirable

• Experience of working in the NHS

Physical Skills

Essential

• To work under pressure
• To work independently or as part of a team
• To deal effectively with patient/staff enquires
• To use initiative to problem solve

Employer details

Employer name

South Tyneside and Sunderland NHS Foundation Trust

Address

Monkton Hall Hospital

Monkton Lane

Monkton Village

JARROW

Tyne And Wear

NE32 5NN

United Kingdom

Employer's website

https://www.stsft.nhs.uk (Opens in a new tab)