Job summary We are looking for an experienced, self motivated individual to provide administration and secretarial support to our Scarborough, Whitby and Ryedale Community Learning Disability Team.
The team forms part of a wider North Yorkshire LD Service across our 4 Community Teams based in York, Harrogate, Northallerton and Scarborough providing support to service users, carers and their families locally.As the Team Administrator you will be a key member of the team providing administration and secretarial support to the Psychology Team, along with daily huddles and referrals, arranging meetings and appointments and processing letters and reports ensuring they are recorded on the trusts electronic patients records.
Main duties of the job You will be part of a small Administration Team working together to support Receptionists and Medical Secretaries, providing a professional and efficient service to our Psychology team, service users, carers and other colleagues from our community teams.You will support the daily clinical huddles, processing any referrals or administration work that is required and back up front of house enquiries during breaks and absences.Dealing with referrals to the team and taking appropriate action to process and accurately record relevant information on the trusts patient records or data bases following standard work.Provide a comprehensive secretarial service by processing and storing appropriate correspondence and undertake any general office duties as required printing, copying etc.Manage diaries as required for members of the clinical team.Arrange meetings, including booking venues, organising catering, provide administration support to appropriate meetings ensuring that papers are distributed and any other administration follow up actions as required.
About us We are the Mental Health and Learning Disability NHS Trust for County Durham and Darlington, Teeside, North Yorkshire, York and Selby.From education and prevention, to crisis and specialist care, out talented and compassionate teams work in partnership with our patients, communities and partners to help the people of our region feel safe, understood , believed in and cared for.We nurture the recovery journey of anyone in need of our help.
In our trust, everyone has a say in how they are supported and treated because we listen to every person in our care until they feel understood.
Our patients, their families and carers work together with us towards better mental health.We are committed to new thinking that improves the wellbeing of our region.
We connect with our communities and partners to get mental health care right, in areas that really need it.We won't rest until everyone in our region has the mental health care they need, to lead their best possible life.
Job description Job responsibilities First point of contact for service users, family and carers, responding to a range of enquiries or concerns over the telephone.
This may involved arranging for an interpreter.
Service users have a range of mental health conditions and or learning disabilities.
Processes referrals, letters, emails, reports for clinical staff and Team Manager ensuring appropriate action is taken on the trust patient system.
Manages diaries and appointments for clinical staff.
Provides comprehensive secretarial service to clinical staff and Team Manager within the team including any appropriate general office duties as required Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.
Please contact the team on 01723580940 if you would like to arrange an informal visit.
You must have the Right to Work in the UK in order to be successfully appointed to this role.
Please note, this role does not meet the required eligibility criteria for sponsorship under the Skilled Worker visa and therefore the Trust is unable to offer sponsorship for this particular role.
Person Specification Qualifications Essential Level 3 Qualification in relevant field or equivalent experience or willingness to work towards Level 3 qualification in Leadership and Management.
Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above/New GCSE in Maths and English (Grade 4 to 9) are an essential requirement to be fully competent in the role.
Where an applicant does not have the above qualifications or are unable to provide evidence of the certification, the applicant MUST achieve the required standards during their probationary period.
Experience Essential Experience of working in an administrative environment (diary management, filing systems, meeting coordination, minute talking, data input, collating and presenting information).
Customer Service experience (face to face, answering calls, correspondence).
Experience of organising completing demands and workloads.
Experience of setting up and maintenance of administrative systems and processes.
Experience of working autonomously and proactively.
Knowledge Essential Comprehensive knowledge of Microsoft Office applications.
Understanding of data protection and the need for confidentiality and how to maintain this.
Knowledge of office systems and processes.