About this role
Job summary
The administrator will provide confidential and efficient reception duties, secretarial and administrative support to the Early Years team.
The post holder will be required to work on his/her own initiative and demonstrate a willingness to help others and be a key member of the teams. The post holder will be expected to be able to prioritise work and meet deadlines in order to fulfil the requirements of the post, Excellent interpersonal and communication skills are essential with an ability to deal with highly sensitive and challenging situations. The post holder will be required to utilise a personal computer for word processing and database management.
Main duties of the job
Main duties and responsibilities
Deal with general enquiries from patients, relatives, internal and external clinicians, various agencies both statutory and voluntary including Social Services, Education Welfare, General Practitioners and other health care professionals) in a confidential and sensitive manner. Accurately record any messages and ensure suitable follow up.
Provide a confidential administration support as required including minute taking, organising meetings, collating and maintaining databases.
Maintain an effective office support system including filing, photocopying, scanning and reception duties
To support the team with the allocation of work, including letters to parents and population of staff diaries.
To oversee the security of the building, arranging fire alarm testing, welcoming visitors and ensuring sign in process is adhered to.
To collate and analyse data relevant to service need which may include DNA (WNB) rates, referral rates, training compliance, unoutcomed appointments.
Liaising with patients' relatives/carers to offer appointment dates. Undertake all follow up action including arranging appointment, confirming in writing, booking room, notifying clinicians involved and updating Trust Information systems.
Ensure patient personal details are constantly updated and accurate and that patient records are tracked in accordance with Trust requirements
Maintain Trust / Service databases to meet national DOH. Local, Directorate and Trust targets.
About us
Come and work with us at our award-winning NHS Trust, leading the way for trying new and better ways of working to help improve life for our local communities.
We have around 9,000 staff who provide physical and mental healthcare, support for people with learning disabilities, and adult social care across Staffordshire, Stoke-on-Trent, Shropshire, and Telford & Wrekin. We also run regional and national services, including help for new parents (perinatal care), eating disorders, forensic services, sexual health, and support for people in prison with mental health, drug, or alcohol problems.
We offer great career development for both clinical and non-clinical roles, with ongoing training and support to help you learn and grow.
We are 'United in our Uniqueness' and committed to creating a workplace where everyone feels welcome and can be themselves, no matter their background or identity. We want our staff to feel supported and valued, and we aim to build a team that reflects the communities we serve. Together, we can make sure every voice is heard, and every difference is respected.
Please note, we may be required to close this vacancy early if we receive a high volume of applications
Please be aware that the use of artificial intelligence (AI) in completing application forms will be monitored to ensure fairness and transparency. If you have used AI you must state this in your application.
Job description Job responsibilities
This role is not eligible for visa sponsorship. If it is identified that you require sponsorship to undertake this role your application may be withdrawn
Main duties and responsibilities
Deal with general enquiries from patients, relatives, internal and external clinicians, various agencies both statutory and voluntary including Social Services, Education Welfare, General Practitioners and other health care professionals) in a confidential and sensitive manner. Accurately record any messages and ensure suitable follow up.
Provide a confidential administration support as required including minute taking, organising meetings, collating and maintaining databases.
Maintain an effective office support system including filing, photocopying, scanning and reception duties
To support the team with the allocation of work, including letters to parents and population of staff diaries.
To oversee the security of the building, arranging fire alarm testing, welcoming visitors and ensuring sign in process is adhered to.
To collate and analyse data relevant to service need which may include DNA (WNB) rates, referral rates, training compliance, unoutcomed appointments.
Liaising with patients relatives/carers to offer appointment dates. Undertake all follow up action including arranging appointment, confirming in writing, booking room, notifying clinicians involved and updating Trust Information systems.
Ensure patient personal details are constantly updated and accurate and that patient records are tracked in accordance with Trust requirements
Maintain Trust / Service databases to meet national DOH. Local, Directorate and Trust targets.
Person Specification
application form Essential
Good standard of general education including GCSE English (or equivalent level of qualification) NVQ Level 3, RSA 3 or equivalent level of secretarial experience. Experience of customer services / reception Handling sensitive/distressing information and related issues Experience of producing documents reports etc. to a high standard from hand-written and audio transcription. Demonstrate the ability to prioritise workload in order to meet deadlines Demonstrate an understanding of the importance of effective team working Demonstrate an understanding of the importance of confidentiality Proficient in the use of Microsoft Office packages e.g. Word, Excel, outlook, calendars etc. Good team player, caring and compassionate, respectful, honest and Trustworthy (Trust values)
Desirable
Previous secretarial experience within similar service Secretarial experience within a healthcare environment Use of the NHS Rio system Minute taking
Essential and desirable criteria Essential
Good standard of general education including GCSE English (or equivalent level of qualification) NVQ Level 3, RSA 3 or equivalent level of secretarial experience. Relevant secretarial experience as a Team Secretary / Personal Assistant. Handling sensitive/distressing information and related issues Demonstrate the ability to prioritise workload in order to meet deadlines Experience of producing documents reports etc. to a high standard from hand-written and audio transcription. Demonstrate an understanding of the importance of effective team working Good team player, caring and compassionate, respectful, honest and Trustworthy (Trust values)
Desirable
Previous secretarial experience within similar service Secretarial experience within a healthcare environment Use of the NHS Rio system Minute taking
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 Midlands Partnership NHS Foundation Trust
Address CAMHS Early Years Service
The Bridge
Stafford
ST163NE
United Kingdom
Employer's website https://www.mpft.nhs.uk (Opens in a new tab)