About this role
Job summary
An exciting opportunity has arisen for an enthusiastic and organised Administrator to join our Children and Young People's Mental Health and Wellbeing Service (CYPMH). This is a varied and rewarding role where you will provide high-quality administrative, secretarial and reception support to clinicians and operational teams, helping to ensure the smooth running of services that support children, young people and families across Dorset.
As a key member of the team, you will be responsible for managing appointments, processing referrals, maintaining electronic records, producing correspondence and supporting service delivery. You will regularly communicate with service users, families, carers, healthcare professionals and external agencies, often dealing with sensitive and confidential information in a professional and compassionate manner.
This role would suit someone with excellent organisational, communication and IT skills who enjoys working in a busy environment and can manage competing priorities while maintaining a high standard of accuracy and customer service.
This is a fixed term role and for those with current NHS service, the role will be offered on a secondment basis only. Please obtain permission to be released on a secondment before submitting an application.
Main duties of the job
As a Team Administrator, you will provide comprehensive administrative, secretarial and reception support to the Children and Young People's Mental Health and Wellbeing Service. You will be responsible for managing appointments and referrals, maintaining electronic records and databases, tracking waiting lists, producing clinical correspondence and supporting clinicians in the delivery of patient care.
You will act as a first point of contact for service users, families, carers and professionals, providing information and support in a professional, courteous and confidential manner. The role includes answering telephone enquiries, covering reception, organising meetings, taking minutes, preparing reports and maintaining effective paper and electronic filing.
You will prioritise your workload, support the smooth running of office systems, monitor stock levels and work collaboratively with colleagues across the service. The post holder will be responsible for processing sensitive information accurately, maintaining confidentiality at all times and ensuring that administrative processes support the provision of safe, high-quality care for children, young people and families.
Employment in this post requires a Standard Disclosure and Barring Service (DBS) check, which the Trust will cover the cost of.
Please note visa sponsorship for this role is unfortunately not available. Ensure you hold valid right to work in the UK and will not require sponsorship if successful.
About us
At Dorset HealthCare we're on a mission to empower people to make the most of their lives through our outstanding, joined-up healthcare services. We're a dynamic, forward-looking Trust, running 12 community hospitals, specialist inpatient facilities, and a wide range of integrated community and mental health services for a population of almost 800,000 people.
We do things differently here - it's one of the reasons the CQC rated us 'outstanding' in 2021. It's also why 95% of patients across our services say they have a good or very good experience with our services and 89% of staff feel they can really make a difference. Whether you're looking to work with us in one of our bustling market towns, vibrant urban locations, thriving seaside spots, or among the rolling hills of Dorset, there are lots of ways you can make a difference in our communities.
Our 7,000-strong workforce is at the heart of what we do, and our success is a testament to our brilliant people. We're all about building a workplace for the future, we believe in equal opportunities, and we celebrate diversity. We're an inclusive workplace, where everyone is welcome, everyone can be authentic, and we are all encouraged to be the best version of ourselves.
Working with us you'll be part of a strong team, challenge yourself, build a career, and teach us what we don't know. And you'll be working towards our vision to be better every day through excellence, compassion, and expertise in all we do.
Job description
Job responsibilities
For the main duties and responsibilities for this role please read the attached job description and person specification. When completing your application please ensure your supporting statement reflects the criteria set out in these documents by showing how your experience and skills apply to this post.
We understand that AI can be a useful tool when completing your application. However, we are seeing an increasing over-reliance of AI tools, which can negatively affect your application as it reduces a candidates individuality, and makes it difficult for us to gain a clear and authentic understanding of your experience, skills, and in turn your suitability for the role.
All submissions must be truthful and if you do use AI, it should only be used to enhance your application and not create your supporting statement in its entirety. Your supporting statement should be in your own words and must accurately reflect your personal experience and achievements. Where we have concerns that AI has been used to generate content that misrepresents your experience and suitability for the role, we may withdraw your application.
As part of our vision to have a skilled, diverse and caring workforce, Dorset HealthCare offers support for people getting into work. We offer an employability service to support individuals with application writing, interview skills and other employment support. If you would like or know of anyone who would value this support, please do contact [email protected]
Person Specification
Information Technology
Essential
- Demonstrates experience of word processing and spreadsheets. Good standard keyboard skills and knowledge of Microsoft Office and Microsoft Teams.
Desirable
- Experience of using an electronic service user record.
Knowledge, skills and training
Essential
- GCSE Level English Language or equivalent
- Well-developed skills in communicating effectively with clients and other professionals within and outside the NHS
Desirable
- ECDL
- RSA 2 keyboard skills; audio typing and word processing or equivalent experience
Job Specific Experience
Essential
- Experience of working within a similar office environment
- Demonstrable skills in written and spoken English to a standard which enables the post holder to carry out the full range of duties and responsibilities of the role effectively
Desirable
- Knowledge of NHS organisation and protocols
- Knowledge of working within a team
Personal Qualities/Attributes
Essential
- Good time management skills e.g. To be able to work to tight deadlines
- Good organisational skills and ability to organise own workload
- Willing to undertake further training as required by the Trust to ensure Health & Safety standards are met
- Professional manner in dealing with emotive material and challenging behaviour from clients
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
Dorset HealthCare University NHS Foundation Trust
Address
CYPMH Services
2 Nuffield Road
Poole
BH17 0RB
United Kingdom
Employer's website
https://www.dorsethealthcare.nhs.uk/work-for-us (Opens in a new tab)