Job Description
We are looking to recruit a highly skilled full time Team Administrator to provide a comprehensive, professional and effective administrative support to the Adult Community Mental Health Team .
The post holder must display a considerable degree of initiative, possess mature judgement and maintain a calm, friendly and efficient manner when dealing with staff, service users, colleagues and visitors. The post holder will be highly proficient in using information and communication systems and technology, with a willingness and aptitude to develop this expertise to fully support the clinical team.
The post holder will be required to work independently using initiative, and applying a high degree of confidentiality to all of their work, whilst ensuring clear communication with the service users, team and team secretary colleagues. To undertake non-routine duties without direct supervision, working within broad procedural guidelines.
The candidate is expected to contribute and promote HPFT Trust values –WELCOMING, KIND, CARING, RESPECTFUL and PROFESSIONAL.
The successful candidate will be supported to develop their skills with a range of opportunities available.
Hertfordshire Partnership University NHS Foundation Trust (HPFT) is an outstanding organisation with ambitions to match. We are one of just five mental health trusts to achieve an overall rating of ‘Outstanding’ from the Care Quality Commission, and our aim is to be the leading provider of mental health and specialist learning disability services in the country.
Our family of over 3500 members of staff provide health and social care for over 400,000 people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, and Norfolk, delivering these services within the community and several inpatient settings. We also deliver a range of nationally commissioned specialist services including Tier 4 services for children and young people, perinatal services, plus medium and low secure learning disabilities services.
The care we provide makes a fantastic difference to the lives of our service users, their families and carers - everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Our Trust values are:
Welcoming. Kind. Positive. Respectful. Professional.
These values are at the core of who we are, everything we do, and how we do it!
Would you like to be part of the HPFT family? Would you like work with us to ensure our service users live the fullest lives possible they can? Would you like to be supported in your career to be the best that you can be?
Then please read on…
Job Summary:
Team Administrator will lead in the provision of comprehensive, professional and effective administrative service to the whole team. This includes typing letters, answering the telephone, note taking, updating and setting up systems for administration, records, on-going database management and daily email management. The post holder will be required to provide monthly reports for senior management, work independently using their initiative, and applying a high degree of confidentiality to all of their work.
All staff should comply with the Trust’s Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.
Job Responsibilities:
- To update skills as necessary and attend mandatory training.
- To produce spreadsheets and KPI’s using Microsoft excel
- Maintain reports to present to senior management
- To be highly skilled and experienced in the full range of secretarial work practices, software programs.
- To use appropriate programs on a daily basis to create a variety of documents to meet the diverse needs of the team.
- To transcribe formal minutes of meetings and distribute and store/file as necessary.
- To be responsible for the accurate storage and retrieval of information according to the Data Protection Act 1984 and Freedom of Information Act 2000 and archiving where possible
- Responsible for a number of data bases and filing systems
- To use knowledge, and experience to meet the needs of the service by completing tasks on a daily basis
Working Relationships and Communication Requirements of the JobWorking relationships
- Managing Director
- Service Line Leads
- Service Managers
- Team Leaders
- Administration Staff
- Clinical Staff at all levels
Communication requirements
- To communicate effectively with colleagues at all levels in different professions.
- To relay confidential, sensitive information to colleagues and outside agencies, in person or on the telephone.
- To be experienced with a range of communication methods including telephone, e-mail and scanner, Telephone conferencing.
- To use a range of communication skills to develop effective relationships with managers, teams and colleagues.
Analytical and Judgmental Skills
- To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
- To manage deadlines with unpredictable work patterns
- To concentrate on completing tasks during periods of frequent interruption from staff and switching attention
- To report and ensure equipment and environment faults are dealt with by relevant persons
- Experience compiling and monitoring data.
Planning and Organisational Skills
- To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
- To manage deadlines with unpredictable work patterns
- To report and ensure equipment and environment faults are dealt with by relevant persons
- To create, maintain and update filing systems.
- To arrange/ set up meetings, send out invitation letters, book room, compile agendas and take formal minutes, as required
- Ensuring all messages are relayed as quickly as possible to relevant people.
Physical Working Conditions and Environment
- Regular and continuous use of VDU equipment
- The post holder will need to spend long periods of time within an office Environment, sitting in a restricted position at VDU and keyboard Computer
Information Resources
- To assist the managers in research and development activities such as audit
- To undertake surveys/audits of own work area as necessary
- Using Trust business intelligence systems to produce reports.
- Producing spreadsheets and graphs using Excel.
Additional Information:
On occasion the post holder may be required to travel to other sites to attend meetings or training. They may also be required to cover reception during absences.