Clinic Administrator Job at Norfolk & Suffolk Foundation Trust, Norwich

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Job Description

Norfolk and Suffolk NHS Foundation Trust provides child and adult mental health services, learning disability, wellbeing, older people's and eating disorder services across Norfolk and Suffolk.

At any one time, around 23,000 people in Norfolk and Suffolk are receiving care and attention from the Trust. We believe in whole life care - seeing people in the context of their whole lives, understanding the importance of good physical health, friends, family, spirituality, culture, home, work, education and a sense of purpose and achievement to experience good mental health.

Nearly 3,200 full and part-time practitioners care for our service users in hospitals, in the community and in their own homes, whilst an additional 900+ staff provide non-clinical support, including cleaning, delivering supplies, ward administration, information technology, human resources and financial services.

We are committed to equality, diversity and inclusion and want to reflect the diversity of our local communities within our teams. We welcome applications from all talented individuals with the relevant qualifications, skills, knowledge and experience.

We are committed to delivering quality driven mental health services. Every individual makes a valuable contribution. We are proud of our staff who have been commended for the care they provide. Do you value working positively, respectfully and together? If so, we’d love you to join us!

We will consider flexible working arrangements for our roles, please indicate in your application if this is something you require


JOB DESCRIPTION/PERSON SPECIFICATION
Please read the job description/person specification carefully and ensure your application reflects the knowledge, skills and experience needed.

YOUR APPLICATION
It is important that you complete a formal application form as CV’s alone will not be accepted.

TWITTER - The Trust now has it's own Twitter account for recruitment. Follow us on @NSFTjobs

PLEASE NOTE: If you use a hotmail, msn or yahoo e-mail account, you will need to check your "junk" mail regularly as these email providers will divert any communication from this Trust/NHS JOBS straight into your " junk" inbox.

Job overview

Do you have excellent administration skills, communications skills and a keen eye for detail?

Can you effectively manage multiple tasks and priorities?

Do you have experience of managing detailed complex information and maintaining a strong degree of confidentiality?

If you have said ‘Yes’ to each of the above, then we might just have the role for you.

We are seeking a dynamic and organised individual to support our Under 18's Eating Disorder Service as a Senior Clinical Team Administrator.

While the successful applicant must be able to demonstrate their skills to meet the requirements of the role, we encourage applicants to consider how they are able to demonstrate a commitment to encompassing our Trust’s values of Positively, Respectfully, Together; we are committed to promoting a positive culture in the workplace for everyone. Our successful applicant will be joining an established high-performing Team, who are continually working hard to support young people in need of our Services.

Main duties of the job

The successful candidate will work closely with the clinical team and hold supervisory responsibility of lower banded business support team members ensuring a smooth day to day running of our Business Support Team. The successful candidate will be supported by the Business Support Manager and bring collaborative ways of working across the Business Support Team.

Duties include but not limited to:

  • Administrative support to our clinical team/medics/team managers
  • Provide an efficient service to all service users
  • Provide supervision, appraisals and training to several identified (lower banded) admin staff
  • Respond to the needs of the service to ensure that the requirements of the Trust can be met

Working for our organisation

Our values and behaviours here at NSFT are a set of guiding principles we endeavour to live up to every day.

They aim to ensure that people have the best possible experience of mental health care. They also aim to ensure that our staff have the best possible experience of working for our Trust.

More than 1,300 service users, carers and staff worked together to create the values. They set out our ambition always to be ‘Working together for better mental health’.

We believe in recovery and wellbeing, and we promote physical health, strong relationships and a balance between treatment and continuing an active life.

We are an Equal Opportunity employer committed to a diverse workforce.

Benefits included with this role are:-

  • NHS pension
  • a comprehensive in house & external training programmes
  • career progression
  • starting annual leave of 27 days per annum increasing to 33 days pa based on length of service (plus paid bank holidays)
  • NHS discounts and many more.

Detailed job description and main responsibilities

  • Ensure patient information is managed, retained and stored in line with Trust policy in an efficient and effective manner.
  • Raise agendas, take, and process minutes for teams across the locality.
  • Attend and contribute to all internal / external meetings relevant to the post.
  • Provide and manage Letters as requested.
  • Provide cover to other administrative staff during holidays and sickness, across the locality.
  • Provide line management to lower banded staff in the business support team
  • Liaise with ICT departments as delegated by line manager regarding problems and faults with electronic equipment etc.
  • Encourage staff to operate a flexible approach to work, be adaptable to change and able to work within a team across the locality.
  • Undertake any other appropriate tasks as requested to meet the needs of the service.

Please view the job description for further information.

Person specification

Experience

Essential criteria
  • Understanding and experience in a full range of secretarial procedures and systems gained through senior level.
  • Day to day line management inc supervision of staff

Qualifications

Essential criteria
  • NVQ 3 Business Administration or equivalent
  • NVQ 2 Customer Services

Skills

Essential criteria
  • ICT skills including Microsoft (especially word processing, spreadsheets and presentations, e.g. Word, Excel, PowerPoint) or equivalent.
  • Excellent articulate communication skills.

Knowledge

Essential criteria
  • Working knowledge of Microsoft packages or equivalent.
  • Maintaining administrative / secretarial systems
Desirable criteria
  • Knowledge of Trust electronic record system

Other

Essential criteria
  • Able to travel independently
  • Able to work proactively on own initiative with minimal supervision
Desirable criteria
  • Problem solving skills

EQUAL OPPORTUNITIES
Apart from its legal duties in relation to equality and diversity, the Trust recognises and actively promotes the benefits of a diverse workforce and is committed to treating all employees with dignity and respect regardless of race, gender, disability, age, sexual orientation, religion or belief.

Additionally, people with disabilities that fall under the Two Ticks - Guaranteed Interview Scheme will be offered an interview providing they meet the minimum criteria for the post (outlined in the Person Specification).

DISCLOSURE AND BARRING SERVICE CHECK (formerly CRB)
FOR POSTS WITH DIRECT SERVICE USER CONTACT - Please be advised that due to recent changes in the DBS Service, organisations no longer receive copies of DBS Disclosures – these are sent directly to candidates only. Therefore, it will be your responsibility, if successful, to ensure that this is taken to the appointing officer as soon as you receive it.

Alternatively, if you have subscribed to the update service, we will be able to check your status once we have your authority to do so.

The Trust has now introduced a DBS Update Service which is a contractual requirement. You need to subscribe when you have applied for your DBS clearance and there is a time limit to subscribe of 19 days after receipt of your DBS disclosure. Please ensure that this is completed within the set time scale.

This update service is an annual subscription at a cost of £13 to you. This will enable the Trust to have instant online access to your DBS record, with your consent, and so will remove the need for you to have to apply for this repeat check again.

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