Admin Coordinator

Job summaryAre you a skilled and experienced Admin Coordinator? Then come and join our team. As an innovative service, we offer a hybrid of base and remote working to fit around the service and your home life. This is an exciting time for someone to join a highly motivated, professional and committed team. We are looking for someone with energy, enthusiasm, and a high level of managerial skills and experience. We are looking for someone who is experienced in staff management, coordinating the work of the admin team, to manage HR related queries, developing procedures, preparing and reviewing reports and liaising with managers, practitioners, clients and external professionals. The Admin Coordinator is a significant part of the service\’s leadership team and is supportive to the service and modality leads. All staff will work as part of a team and receive regular senior management support. Good administrative, time management and communication skills are also essential. The NHS Talking Therapies Southampton Steps2Wellbeing service prides itself on being innovative and is passionate about development. We welcome enquiries and informal visits are also welcomed. Main duties of the jobTo act as first-line supervisor to the Team Administrators with responsibility for maintaining performance and ensuring all standards and timescales are adhered to. To help ensure that the Trust\’s policy on Attendance and Sickness management is fully implemented and adhered to by the Team Administrators. To maintain records and provide sensitive reports including waiting lists, computerised systems, databases and spreadsheets required by the Senior Clinical Lead & Service Manager. May require long periods of concentration. To provide information to patients, staff, carers, relatives, GPs, CMHTs, relating to patient care and service pathways etc. Communicate in a tactful and courteous manner often requiring non-clinical advice involving careful analysis of delicate situations regarding patient care, requiring knowledge of patient confidentiality. To have a proficiency in Microsoft Office, particularly Outlook, Excel, and PowerPoint. To organise and prioritise own routine and non-routine daily workload. To have input into developing, and implementing new office procedures and systems e.g. databases, operational procedures e.g. processing referrals and monitoring waiting times. To be able to work with complex accurate data when required e.g. confidential letters to patients, breach recording. To be responsible for attending meetings as required and for taking minutes at meetings. To assist in the organisation of conferences and away days. About usAt Dorset HealthCare we\’re on a mission to empower people to make the most of their lives through our outstanding, joined-up healthcare services. We\’re a dynamic, forward-looking Trust, running 12 community hospitals, specialist inpatient facilities and a wide range of integrated community and mental health services for a population of almost 800,000 people.We do things differently here – it\’s one of the reasons the CQC rated us \’outstanding\’ in 2019. It\’s also why 95% of patients across our services say they have a good or very good experience of our services and 89% of staff feel they can really make a difference. Whether you\’re looking to work with us in one of our bustling market towns, vibrant urban locations, thriving seaside spots, or among the rolling hills of Dorset, there are lots of ways you can make a difference in our communities.Our 7,000-strong workforce is at the heart of what we do and our success is a testament to our brilliant people. We\’re all about building a workplace for the future, we believe in equal opportunities and we celebrate diversity. We\’re an inclusive workplace, where everyone is welcome, everyone can be authentic, and we are all encouraged to be the best version of ourselves.Working with us you\’ll be part of a strong team, challenge yourself, build a career, and teach us what we don\’t know. And you\’ll be working towards our vision to be better every day through excellence, compassion and expertise in all we do.Job description Job responsibilitiesFor the main duties and responsibilities for this role please read the attached job description and person specification. When completing your application please ensure your supporting statement reflects the criteria set out in these documents by showing how your experience and skills apply to this post. As part of our vision to have a skilled, diverse and caring workforce, Dorset HealthCare offers support for people getting into work. We offer an employability service to support individuals with application writing, interview skills and other employment support. If you would like or know of anyone who would value this support, please do contactdhc.wideningparticipation@nhs.netJob description Job responsibilitiesFor the main duties and responsibilities for this role please read the attached job description and person specification. When completing your application please ensure your supporting statement reflects the criteria set out in these documents by showing how your experience and skills apply to this post. As part of our vision to have a skilled, diverse and caring workforce, Dorset HealthCare offers support for people getting into work. We offer an employability service to support individuals with application writing, interview skills and other employment support. If you would like or know of anyone who would value this support, please do contactdhc.wideningparticipation@nhs.netPerson Specification Job specific Essential Evidence of office management The ability to maintain confidentiality. Evidence of administration experience Desirable Previous NHS experience and/or experience of dealing with the public Previous experience of supervising a small team Personal Qualities Essential Ability to demonstrate a mature approach with the proven ability to remain calm under difficult circumstances. Good communication skills including telephone and interpersonal skills. Demonstrable organisational skills The ability to use own initiative, and to work alone with minimum guidance. Demonstrable skills in written and spoken English, adequate to enable the post holder to carry out the role effectively. Minute taking skills are needed Desirable Good leadership skills with the ability to be assertive when required. Information Technology/Resources Essential Excellent typing/word processing skills – minimum RSA Stage III in Word and Text Processing or equivalent. Ability to learn/use Integrated Patient Information Systems Knowledge, skills or training Essential Educated to GCSE level or equivalent experience. Person Specification Job specific Essential Evidence of office management The ability to maintain confidentiality. Evidence of administration experience Desirable Previous NHS experience and/or experience of dealing with the public Previous experience of supervising a small team Personal Qualities Essential Ability to demonstrate a mature approach with the proven ability to remain calm under difficult circumstances. Good communication skills including telephone and interpersonal skills. Demonstrable organisational skills The ability to use own initiative, and to work alone with minimum guidance. Demonstrable skills in written and spoken English, adequate to enable the post holder to carry out the role effectively. Minute taking skills are needed Desirable Good leadership skills with the ability to be assertive when required. Information Technology/Resources Essential Excellent typing/word processing skills – minimum RSA Stage III in Word and Text Processing or equivalent. Ability to learn/use Integrated Patient Information Systems Knowledge, skills or training Essential Educated to GCSE level or equivalent experience. Disclosure and Barring Service CheckThis 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 nameDorset HealthCare University NHS Foundation Trust AddressGrenville House, Nelson Gate SouthamptonSO15 1GX Employer\’s website