Administrator

All employees of the Trust are strongly encouraged to have their up to date flu vaccination to protect staff and patients.

Main duties of the job:

Kirklees NHS Talking Therapies provide NICE compliant psychological therapy incorporating Cognitive Behavioural Therapy, Counselling and Guided Self Help to clients in primary care across Kirklees. This is an 8 to 8 service Monday to Friday, and we offer sessions either by Microsoft Teams, telephone or face to face. We hold clinics both in Trust premises and in primary care settings across the area to ensure that we, as much as possible, are nearby for the people that use the service. We treat clients with common mental health problems such as depression or anxiety disorders like Generalised Anxiety Disorder, OCD, PTSD, social phobia or body dysmorphic disorder. We consistently achieve our recovery target of 50%.

Job responsibilities:

• Under the supervision of the Administrative Supervisor, provide comprehensive, confidential secretarial/administrative service to clinical/support services within a delegated framework.
• Operate within well established policies, procedures, protocols and guidelines while acting within the required sphere of competences.
• Demonstrate sound knowledge of the service to contribute to decision making within the service.
• 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).
• Work flexibly to meet the needs of the service.
• Develop and maintain good working relationships by being flexible, adaptable, polite, positive and empathetic and communicating effectively and informatively.
• Work with sensitivity and understand 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 the post holder's level of competency or authority to the Administrative Supervisor.
• Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality.
• Ensure the service experience is positive and service user confidentiality is maintained at all times.

Person Specification:

• A satisfactory sickness record over the previous 2 years.
• Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).

• Recent secretarial/administrative experience, copy/audio typing and note/minute taking.
• Experience in using email, maintaining and updating paper and electronic diaries, arranging meetings.
• Proficiency with Microsoft Word and other Microsoft applications, e.g. Excel, Outlook, PowerPoint.
• Ability to work as an effective team member with minimal supervision.
• Experience working in a busy environment with competing demands.
• Understanding of the need to maintain strict confidentiality.
• Ability to use initiative and organise and prioritise own tasks to meet deadlines.
• Experience working in a caring environment and dealing with the public.

• Appropriate level 3 competency or willingness to demonstrate competency at this level.
• Willingness to undertake further study/development.

• Willingness/ability to undertake all appropriate Trust mandatory training requirements and subsequent refresher training relevant to the area.
• Willingness/ability to undergo job development and training and maintain skills.

• Good written communication skills for routine correspondence.
• Good verbal communication skills to obtain information and pass on confidential messages.
• Decision making and prioritisation skills.
• Knowledge of the Data Protection Act.
• Customer care skills and good interpersonal skills.
• Resilience to pressure and exposure to emotional, distressing situations.
• Non judgemental, empathetic manner.
• Observation skills to identify potential risks and act appropriately.
• Demonstrated alignment with Trust Values.
• Ability to fulfil the requirements of the Trust's value based induction.
• Knowledge of information governance.

• 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 the role.

This post requires a Disclosure and Barring Service check under the Rehabilitation of Offenders Act (Exceptions Order) 1975.