Treating tobacco dependency team administrator

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Treating tobacco dependency team administrator

NHS AfC: Band 3

Main area Administration. Grade NHS AfC: Band 3. Contract 18 months (secondment or fixed term post). Hours 15 hours per week.

• Part time
• Flexible working
• Home or remote working

Site Pennine Care NHS Foundation trust wide. Town Trustwide. Salary £24,937 – £26,598 per annum, pro rata. Salary period Yearly. Closing 12/09/2025 23:59.

If you are Kind, Fair, Ingenious and Determined then we want you to come and join our #PennineCarePeople

Please note – if enough applicants apply this vacancy may close early.

The postholder will provide a full administration support service.

• Provide accurate and efficient admin support including appropriate correspondence on behalf of the service.
• Act as first point of contact, answering the telephone, taking messages and redirecting as necessary.
• Manage the diary of the Managers and coordinate with other diaries to arrange meeting, where applicable.

Main duties of the job

• Provide accurate and efficient admin support including appropriate correspondence on behalf of the service.
• Produce and update rotas for senior and junior staff. Also acting as first point of contact for queries on rotas, where applicable.
• To input absence information into Smart system and produce monthly reports, including sick absence and annual leave, where applicable.
• Act as first point of contact, answering the telephone, taking messages and redirecting as necessary.
• Manage the diary of the Managers and coordinate with other diaries to arrange meeting, where applicable.
• To communicate with staff in maintaining timely procedures for data entry and answer queries relating to the information held on Trust electronic systems, where applicable.
• Prioritise own workload to meet varied timescales involved
• Set up and maintain administrative systems e.g. filing system, monitoring system to support the service.
• Data input onto an electronic system
• Produces report from electronic system

Working for our organisation

We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester – Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.

Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We’re really proud of our #PennineCarePeople and do everything we can to make sure we’re a great place to work.

All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.

If you come and work for us we will offer a range of benefits and opportunities, including:

• Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
• Flexible working opportunities to support your work/life balance
• Access to Continued Professional Development
• Involvement in improvement and research activities
• Health and Wellbeing activities and access to an excellent staff wellbeing service
• Access to staff discounts across retail, leisure and travel

Detailed job description and main responsibilities

• Attend management meeting, take and produce minutes when required
• Undertake specific projects as identified and agreed by the service
• Ordering of equipment, vapes and other items
• Stock control.
• This job description is not exhaustive, but is intended to give an overall picture of the role.
• Other duties within the general scope of the post may be required from time to time.
• The duties of the post and job description can be reviewed through the agreed process.

Person specification

Education / Qualifications

• GSCE English and Maths Grade 9 – 4 (Grade C or above) or equivalent
• NVQ Level 3 or equivalent experience
• RSA III or equivalent
• City and Guilds Certificate

Experience

• Experience of using Microsoft Office applications, including Word, Excel, PowerPoint, Outlook
• Work experience in medical environment.

Knowledge

• Office procedures and systems
• Knowledge of NHS services

Skills and Abilities

• High standard of communication skills both verbal and written
• Excellent prioritisation skills
• Ability to effectively work on own or as part of a team
• Able to maintain confidentiality.
• Flexible
• An ability to use initiative and work under high levels of pressure in sensitive situations is essential.

Skills and Abilities

• Use of a car or access to a means of mobility to travel across the Trust footprint in line with service needs

Sponsorship – We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the government website.

What happens after your application has been received?

You will be informed about the progress of your application following shortlisting via email. Only applicants who clearly demonstrate the criteria listed in the person specification will be shortlisted for interview. Interview invites will be sent out via email.

What happens if I am offered the position after interview?

The hiring manager will make contact with you to verbally offer you the position. The hiring manager will then inform Recruitment of the decision and provide relevant paperwork. You will be sent a formal conditional offer via email.

What pre-employment checks will I need to complete?

By conducting pre-employment checks, the recruitment team will verify that you meet the pre-conditions of the role you have been offered. Pre-employment checks will be carried out according to NHS Employment Check Standards. The checks are:

• Identity verification
• Right to work check
• Disclosure and barring service (DBS)/Criminal record check (dependent on role)
• Professional registration and/or qualification check
• Occupational health assessment
• Employment history and reference validation

All applicants external to the NHS will be required to provide their HMRC employment history to cover the most recent three years employment. This information will used to validate employment history and references as part of pre-employment checks.

If you are offered a position with us and you require sponsorship to support your right to work, we will review your eligibility in line with government guidance. If the role you have been offered is not eligible for sponsorship, and you are not able to evidence your own right to work, your conditional offer could be withdrawn.

What happens when pre-employment checks are complete?

Recruitment will liaise with you and the hiring manager to arrange a start date for your new position. You will then be booked on to a Trust Welcome Session and be sent your Pennine Care NHS Terms and Conditions.

Other important information

• We are committed to equality, diversity, and inclusion (EDI) and recognise the importance of ensuring our diverse service user population is reflected within our workforce. Unfortunately, we know that, at present, there is underrepresentation of our communities in our workforce. We welcome applications from people from diverse communities to help us grow, learn, be better and consider brilliant innovation diverse people bring.
• If you would like to be considered under the disability confident scheme, you will be guaranteed an interview if you meet the essential criteria on the person specification for the post.
• If you require reasonable adjustments to our recruitment process please phone us on 0161 716 3181 at the earliest opportunity. We will support you to complete your application.
• Unfortunately we are not able to guarantee the transfer of lease cars, or cover the costs of early termination charges.
• We have a strict policy on unsolicited contact from recruitment agencies. Please do not contact our hiring managers directly.

We reserve the right to close a vacancy earlier than the advertised closing date if a sufficient number of applications have been received. To ensure you application is considered, please submit at the earliest opportunity.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.