About this role
Job summary
We are looking for a motivated and professional Administrator (Band 3) to join our team at Children's Short Breaks team working 22.5 hours per week. This is an excellent opportunity for someone with strong organisational skills and a passion for delivering high quality administrative support within a busy and rewarding healthcare environment.
As a key member of the team, you will provide comprehensive administrative and secretarial support, helping to ensure the smooth running of the service and contributing to excellent patient care. You will work in line with our Trust values Courageous, Ambitious, Responsive, Empowering, Supportive and act as a positive role model in your day to day work.
Please note the Trust is unable to provide sponsorship to work for this role, to apply you must have current right to work in the UK status. Employment on a time limited visa doesn't guarantee sponsorship at point of expiry.
Main duties of the job
Providing a full range of administrative and secretarial duties.Managing diaries, arranging meetings, booking venues and preparing agendas and papers.Handling telephone and facetoface enquiries in a professional and supportive manner.Maintaining accurate records and inputting data into Trust systems.Supporting departmental processes such as appraisals, recruitment and general office coordination.Assisting with audits, surveys and service improvement activities.Offering flexible support to the wider admin team during periods of absence or increased demand.
Supporting the team with Ofsted and CQC regulations
About us
At Herefordshire and Worcestershire Health and Care NHS Trust, we are working together to deliver outstanding care. We run community hospitals and community health services across Worcestershire and provide mental health and learning disability services across both Herefordshire and Worcestershire.
Our people (all 4500+ of them) provide services for people of all ages, experiencing both physical and/or mental health conditions from over 100 sites.
We will support you to thrive; offer flexible working options for a great work-life balance, help you fulfil your ambitions, and empower you to make positive changes within your team or service. We value diversity and encourage applications from people of all backgrounds, cultures, and ethnicities.
What we offer;
27 days leave plus bank holidays, increasing up to 33 days with long service Generous NHS pension and enhanced pay when you work unsocial hours Flexible and agile working opportunities Great maternity, paternity, and adoption support Wide range of supportive staff networks Health and wellbeing opportunitiesIf you would like to know more, please visit our website.
We encourage you to read the attached applicant guidance notes.
Sharing your data - As a data controller we may sometimes need to process your data to pursue our legitimate business interests, for example to request a survey from you (optional), to support the Trusts understanding of where you gained interest in working for the Trust.
Job description Job responsibilities
The post holder will:
Undertake administration/secretarial duties that are specific to the role.
Undertake general office duties, as required, e.g. typing, data inputting, filing, scanning/copying and telefaxing, in line with Trust Policies and Procedures.
Arrange, confirm appointments and meetings, as required, making appropriate arrangements e.g. hospitality, booking venues, equipment, etc.
Provide a secretarial service to team/department meetings, including the preparation and distribution of agendas and papers.
Answer/deal with both face-to-face and telephone enquiries.
Deal with incoming and outgoing mail.
Liaise and interact with service users, as and when required.
Communicate information, some of which may be complicated, to colleagues/staff from other departments/external contacts.
Answer/deal with both face-to-face and telephone enquiries in a tactful and professional manner, recording any messages efficiently and passing them to the relevant individual in an appropriate and timely manner.
For full details of the duties and criteria for the role please refer to the job description and person specification attached.
Person Specification
Experience Essential
Recent, relevant Administrative/Secretarial experience.
Desirable
Previous relevant NHS experience Minute taking experience
Qualifications Essential
Educated to vocational level 3 in Business Administration or equivalent qualification or experience or Educated to vocational level 2 or equivalent qualification, or equivalent NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post. I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.
Desirable
Shorthand
Additional Criteria Essential
Willingness to commit to continuing professional development Professional manner as a representative of the Trust Tact and discretion for dealing with confidential information Ability to meet the travel requirements of this role I understand the Trust is unable to provide sponsorship to work for this role, and employment on a time limited visa doesnt guarantee sponsorship at point of expiry.
Knowledge Essential
Knowledge of a range of administrative/secretarial procedures Detailed knowledge of Microsoft Office: Word / Excel / Outlook Understanding of the Data Protection Act and NHS Code of Confidentiality
Desirable
PowerPoint Access
Skills & Abilities Essential
Ability to challenge poor behaviour Role modelling good behaviour. A positive attitude and able to act on feedback Ability to praise and be supportive to others Ability to communicate clearly and effectively in English in both verbal and written formats Intermediate IT skills. These will be tested at interview Numerate Accuracy and attention to detail Good organisational skills Able to demonstrate the ability to use initiative effectively
Desirable
Audio typing skills Minute taking skills
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 Herefordshire and Worcestershire Health and Care NHS Trust
Address Osborne Court
Osborne Road
MALVERN
Worcestershire
WR14 1JE
United Kingdom
Employer's website https://www.hacw.nhs.uk/careers (Opens in a new tab)