• Job Description

  Req#: C9378-F0569A?language=en&page=1089&sort=publicationDateDesc

  Job summary

  Full Time - 37.5 Hours Per Week

  My name is Lindsey Hoather, I am the team Manager for Wetherby YOI CAMHS.

  I am presenting an exciting opportunity for a Full Time Band 3 Administrative Officer/Secretary based within Wetherby Young offenders institute providing both administration and secretarial support to our team.

  The ideal candidate will have administration and secretarial skills along with a proactive and mature manner with the ability to improve and implement office processes and organise the office on a day-to-day basis. The post is suited to someone who enjoys being around others, has drive and passion for providing excellent customer service and organising themselves and others.

  The successful candidate will be experienced in using all Microsoft packages including Word, Excel, Outlook and have experience in using electronic patient information systems and coordinating and supporting meetings. You must be comfortable working in a busy environment and able to perform effectively whilst dealing with interruptions.

  For a full list of duties please refer to the job description.

  All employees of the Trust are strongly encoruaged to be fully vaccinated against COVID-19 to protect patients.

  Main duties of the job

  The fundamental responsibilities of the posts are listed below, please refer to the Job Description and Person Specification for further details:

  • Using Systmone data base or similar, to interrogate patient information and update accordingly.
  • All aspects of administration and secretarial duties, including, preparation and formatting of reports & letters, transcribing minutes and following up actions in a timely manner, management of emails and incoming queries.
  • Knowledge and experience on Microsoft applications (email, excel and word)
  • Direct telephone and face to face contact with the Teams within the establishment
  • Management of the day to day functioning of the office
  • Working closely with Team Manager and Implementing and improving administration / office processes for efficient and effective running of the service.
  • Friendly and flexible thinking
  • Ability to prioritise and work under pressure
  • Use of ordering system / procurement of office stationery, training, and travel

  At the time of advertising, this role does not meet the minimum requirements set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, unfortunately we are unable to sponsor anyone on a skilled worker visa for this role for the time being.

  We are happy to accept applications from candidates who are able to prove their right to work in the UK in this role via alternative visas or routes. Such applications will be considered alongside all other applications.

  About us

  We are a specialist NHS Foundation Trust that provides community, mental health and learning disability services for the people of Barnsley, Calderdale, Kirklees and Wakefield. We also provide low and medium secure services and are the lead for the west Yorkshire secure provider collaborative.

  Our mission is to help people reach their potential and live well in their communities, we do this by providing high-quality care in the right place at the right time. We employ staff in both clinical and non-clinical services who work hard to make a difference to the lives of service users, families and carers.

  We encourage and welcome applications from all protected characteristic groups, we value diversity and want our workforce to be reflective of our communities.

  Being a foundation Trust means were accountable to our members, who can have a say in how were run. Around 14,300 local people (including staff) are members of our Trust.

  Join us and you will be one of over 4,500 staff committed to supporting and improving the mental, physical and social needs of the thousands of people we meet and help each year.

  We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all colleagues and volunteers to share this commitment.

  We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.

  Date posted

  28 March 2024

  Pay scheme

  Agenda for change

  Band

  Band 3

  Salary

  £22,816 to £24,336 a year

  Contract

  Permanent

  Working pattern

  Full-time, Flexible working

  Reference number

  C9378-F0569A

  Job locations

  Wetherby Youth Offending Institute (YOI)

  York Road

  Wetherby

  LS225ED

  
  

  Job description

  Job responsibilities

  JOB SUMMARY

  Service user contact referred to in this Job description will only apply when working within a clinical area.

  The post-holder will:

  under the supervision/direction of the Administrative Supervisor, within a delegated framework for agreed tasks and seeking support as and when necessary, provide a comprehensive, confidential, Secretarial/administrative service to clinical/support services, in an efficient and confidential manner.

  provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.

  demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.

  may work within clinical environments where conflict resolution may be required.

  act as principal point of contact for users of the service eg,individuals from within/outside the Trust, service users and members of the public etc.

  work flexibly to meet the needs of the service.

  develop and maintain good working relationships by being, flexible, adaptable, polite, positive and empathetic, communicating effectively and informatively.

  work with sensitivity and have a good understanding of the service provision and issues experienced by its users.

  prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of postholders level of competency or authority to the Administrative Supervisor.

  work within well-established departmental/Trust policies, procedures, protocols, guidelines and established service delivery plans at all times.

  use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to others user communication difficulties.

  ensure the service experienced is positive and service user confidentiality is maintained at all times. Treat users of the service, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values.

  For full job description, please see attached supporting documents.

  Job description

  Job responsibilities

  JOB SUMMARY

  Service user contact referred to in this Job description will only apply when working within a clinical area.

  The post-holder will:

  under the supervision/direction of the Administrative Supervisor, within a delegated framework for agreed tasks and seeking support as and when necessary, provide a comprehensive, confidential, Secretarial/administrative service to clinical/support services, in an efficient and confidential manner.

  provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.

  demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.

  may work within clinical environments where conflict resolution may be required.

  act as principal point of contact for users of the service eg,individuals from within/outside the Trust, service users and members of the public etc.

  work flexibly to meet the needs of the service.

  develop and maintain good working relationships by being, flexible, adaptable, polite, positive and empathetic, communicating effectively and informatively.

  work with sensitivity and have a good understanding of the service provision and issues experienced by its users.

  prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of postholders level of competency or authority to the Administrative Supervisor.

  work within well-established departmental/Trust policies, procedures, protocols, guidelines and established service delivery plans at all times.

  use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to others user communication difficulties.

  ensure the service experienced is positive and service user confidentiality is maintained at all times. Treat users of the service, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values.

  For full job description, please see attached supporting documents.

  Person Specification

  Training

  Essential

  • Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area
  • Must be willing/able to undergo job development and training and maintain skills

  Qualifications

  Essential

  • As appropriate to the role::
  • NVQ level 3 (or equivalent qualification) or, RSA lll
  • Or, be able to demonstrate competency at level 3.

  Desirable

  • Willingness to undertake further study/development.

  Experience

  Essential

  • Recent Secretarial/administrative experience and copy /audio typing
  • Note/minute taking
  • In using email, maintaining and updating paper and electronic diaries, arranging meetings
  • In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc
  • In working as an effective team member with minimum supervision
  • In working in a busy environment with competing demands
  • Understanding of the need to maintain strict confidentiality
  • In using a degree of initiative
  • In organising and prioritising own tasks in order to meet deadlines.

  Desirable

  • In working in a caring environment
  • In dealing with the public

  Special Knowledge/Skills

  Essential

  • Good written communication skills, with the ability to deal with and prepare routine written correspondence.
  • Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages
  • In, decision-making and prioritisation
  • Knowledge of Data Protection Act
  • Customer care skills
  • Good interpersonal skills
  • Diversity/Cultural understanding
  • Resilience to pressure and exposure to emotional, distressing situations
  • Non-judgemental, empathetic manner
  • Able to use observation skills to identify potential risks and act appropriately
  • Demonstrates Trust Values
  • Able to fulfil the requirements of the Trusts value based induction

  Desirable

  • Knowledge of information governance

  Physical Attributes

  Essential

  • A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
  • Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary)

  Personal Attributes

  Essential

  • Ability to be flexible to meet the demands of the post.
  • Responsive attitude and approach
  • Dress appropriately for the environment
  • Ability to travel around the Trust as appropriate to role

  Person Specification

  Training

  Essential

  • Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area
  • Must be willing/able to undergo job development and training and maintain skills

  Qualifications

  Essential

  • As appropriate to the role::
  • NVQ level 3 (or equivalent qualification) or, RSA lll
  • Or, be able to demonstrate competency at level 3.

  Desirable

  • Willingness to undertake further study/development.

  Experience

  Essential

  • Recent Secretarial/administrative experience and copy /audio typing
  • Note/minute taking
  • In using email, maintaining and updating paper and electronic diaries, arranging meetings
  • In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc
  • In working as an effective team member with minimum supervision
  • In working in a busy environment with competing demands
  • Understanding of the need to maintain strict confidentiality
  • In using a degree of initiative
  • In organising and prioritising own tasks in order to meet deadlines.

  Desirable

  • In working in a caring environment
  • In dealing with the public

  Special Knowledge/Skills

  Essential

  • Good written communication skills, with the ability to deal with and prepare routine written correspondence.
  • Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages
  • In, decision-making and prioritisation
  • Knowledge of Data Protection Act
  • Customer care skills
  • Good interpersonal skills
  • Diversity/Cultural understanding
  • Resilience to pressure and exposure to emotional, distressing situations
  • Non-judgemental, empathetic manner
  • Able to use observation skills to identify potential risks and act appropriately
  • Demonstrates Trust Values
  • Able to fulfil the requirements of the Trusts value based induction

  Desirable

  • Knowledge of information governance

  Physical Attributes

  Essential

  • A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
  • Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary)

  Personal Attributes

  Essential

  • Ability to be flexible to meet the demands of the post.
  • Responsive attitude and approach
  • Dress appropriately for the environment
  • Ability to travel around the Trust as appropriate to role

  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

  South West Yorkshire Partnership NHS Trust

  Address

  Wetherby Youth Offending Institute (YOI)

  York Road

  Wetherby

  LS225ED

  
  

  Employer's website

  https://www.southwestyorkshire.nhs.uk (Opens in a new tab)

  Employer details

  Employer name

  South West Yorkshire Partnership NHS Trust

  Address

  Wetherby Youth Offending Institute (YOI)

  York Road

  Wetherby

  LS225ED

  
  

  Employer's website

  https://www.southwestyorkshire.nhs.uk (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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