About this role
Job summary
This vacancy is currently only open to Herefordshire and Worcestershire NHS staff (including PCN/GP Practices).
The Staff Psychological Wellbeing service is designed to support NHS staff in all areas of the Acute Trust experiencing emotional and psychological difficulties in order to alleviate their distress and foster their capacity to thrive and be fulfilled at work. This is part of the Trusts aspiration to build a sustainable culture of positive health and wellbeing including preventative interventions.
As one of two Administrators you will be joining a forward thinking and dynamic team, with a commitment to kindness and compassion responsible for providing the Lead Consultant Psychologist and existing team with a high level of administrative support. You will be a central point of contact and maintain relationships across the service, assisting team in the development and maintenance of efficient and effective office procedures and administrative tasks
The hours are 15 hours to be worked over 2-3 days with preferred working days of Tuesday and Thursday. The post will be based at Worcester Royal Hospital with significant potential for flexible and home working arrangements.
Main duties of the job
The role is busy and varied and includes extensive PC use.You should be well motivated, organised and have the ability to cope under pressure whilst being flexible to the changing demands of the role.Its important you are an effective team player who is capable of working well within the team or autonomously and have strong communication and customer service skills.
About us
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is more than 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us. Our values, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Being open and honest
Ensuring people feel cared for
Showing respect to everyone
We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
DBS Checks and Costs
Any applicants who are offered posts requiring a DBS check as part of their employment check will have the cost of this check (at the current rate) deducted from their salary. Please see link in Supporting Information section for more details on DBS checks and costs.
Job description Job responsibilities
Job Purpose
The post holder will provide a high level of administrative support and maintain effective office processes and procedures within the Staff Psychological Wellbeing service, enabling the delivery of a high quality service allowing staff to focus on clinical care. The post holder will offer effective support to the clinical team to assist with all aspects of administration duties, including maintaining clinical records, inducting new staff, arranging meetings and any additional reports which have been requested.
Key Duties and Responsibilities
The post holder will provide dedicated administrative support to the Lead Consultant Psychologist and Staff Psychological Wellbeing Service
Be the central point of contact assisting the team in the development and maintenance of efficient and effective office procedures and administrative tasks Ability to plan and prioritise own workload and that of the service on a daily basis, working mainly without supervision and using own initiative. Maintain effective communication across the service, taking phone calls and either directing the caller to the appropriate team member or taking messages as required. To be proactive in dealing with enquiries. Administer all office systems to a high standard, both electronic and hard copy, across the service, ensuring they run smoothly through having well planned and organised administrative systems and processes in place. Responsible for utilising the Trusts IProcurement solution to raise requisitions, receipt deliveries and resolve notifications in line with the Trusts procurement policy. Efficient and accurate recording of data on all electronic systems, including the use of and production of reports and documents for team members. Provide cover for the other Administrator in their absence through sickness, annual leave or training. Assist with planning and arranging meetings, ensuring all necessary arrangements are made, such as room bookings, refreshments, etc. Attend designated meetings where the information may be complex and sensitive, taking and transcribing minutes. Distribute information prior to and after meetings in a timely way. Type confidential correspondence, reports and other documentation to a high standard within agreed timescales Record, prepare and process records for archiving in a timely manner Manage the Lead Consultant Psychologist & Staff Psychological Wellbeing teams electronic inbox and action emails as necessary. Work in a collaborative manner with internal services, stakeholders and other agencies. This may occasionally involve processing information that may be sensitive or distressing. Operate office equipment, including printers, PCs, scanners and telephones. Assist in the preparation, collection, photocopying, printing and processing of materials for management and service information meetings. Manage the distribution of service user and staff communications and wider information across the service as required. Order items/services via the IPROC procurement system and ensure all office stock levels are monitored and audited on a regular basis. Assist with the recruitment, selection and induction process for new staff in conjunction with the Lead Consultant Psychologist Co-ordinate annual leave and training requirements and ensure records are maintained on ESR. To assist in the monitoring, and investigation of complaints as directed by Lead Consultant Psychologist. To maintain staff personnel files. To provide administrative support for clinical audits / service reviews as appropriate Measure own personal goals and ensure they align to the wider Trust goals and strategic objectives, undertaking relevant personal and professional development activities. Comply with all statutory, legislative and local policies applicable to this post. Support and maintain health, safety and security across the service. Undertake any ad-hoc duties as required by the service. General Duties:
The post holder will ensure good communication is maintained, being the first point of contact for the service, and will be expected to liaise with courtesy and discretion in a confidential manner at all times with staff, potential employees and persons accessing the Staff Psychological Wellbeing service
Our Shared Values and Behaviours
We are committed to delivering outstanding care and creating a culture where everyone feels respected, valued and supported. We seek individuals who share our purpose of helping people live healthier, more fulfilling lives, and who are motivated by our mission to be the best team we can be. You will be expected to uphold our values by communicating openly, acting with kindness, showing respect for others and taking responsibility for your actions. These values guide how we work together and continually improve the care we provide.
Our values are:
Being open and honest we all communicate clearly and honestly, asking forhelp when we need it, and making it easier for the people around us to shareideas and concerns. Ensuring people feel cared for we all take responsibility for actively supportingand nurturing a kind and compassionate environment for ourselves and others. Showing respect for everyone we all act with consideration and fairness,valuing each other as individuals and appreciating our different perspectives.
Person Specification
Personal Qualities Essential
Self-motivated Demonstrates an awareness of diversity in the workplace. Demonstrates an enthusiastic and flexible approach Willing to undertake personal development Able to demonstrate our Trust values and behaviours:
Experience Essential
Previous knowledge or experience of working in an office, health or customer care setting.
Qualifications Essential
Educated to GCSE Grade C, including English and Maths NVQ3 or equivalent qualification in relevant subject Knowledge of administration and/or office procedures Proficient keyboard skills Previous knowledge or experience of working in an office or customer care
Other Essential
Ability to move equipment within health and safety guidelines
Knowledge and Skills Essential
Computer literate with an ability to navigate around various systems and software packages including MS Office, Outlook, the internet and databases Ability to use own initiative and apply a practical problem-solving approach in everyday situations Ability to work as part of a team Demonstrates confidential and effective written and verbal communication skills, with the ability to empathise, be supportive and sensitive to the needs of others
Internal NHS Job Vacancy Essential
This vacancy is currently only open to Herefordshire and Worcestershire NHS staff (including PCN/GP Practices). Please confirm below which NHS organisation in Herefordshire and Worcestershire you currently work for.
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 Worcestershire Acute Hospitals NHS Trust
Address Charles Hastings Way
Worcester
Worcestershire
WR5 1DD
United Kingdom
Employer's website https://www.worcsacute.nhs.uk/ (Opens in a new tab)