Ward Team Administrator in North East

An exciting opportunity has arisen for a conscientious administrator to support our clinical team on Langley ward at Lanchester Road Hospital. Langley ward is a five-bed forensic rehabilitation ward for men who are 18 years and over, have a diagnosis of learning disabilities and who have come into contact with the criminal justice system.

If you are looking for a new challenge, enjoy variety in your work and are looking to be part of a team striving to make a difference, we will welcome your application for this role. You must have the Right to Work in the UK in order to be successfully appointed to this role. Please note, this role does not meet the required eligibility criteria for sponsorship under the Skilled Worker visa and therefore the Trust is unable to offer sponsorship for this particular role.

Main duties of the job

• Dealing with enquiries to the clinical team and other healthcare professionals, taking action where necessary and ensuring messages are communicated accurately to relevant personnel and in an appropriate and timely manner.
• Being the first point of contact and offering responses in a helpful manner towards enquiries or other issues raised.
• Offering support to diary management and appointment coordination, arranging and minuting meetings, distributing agendas, papers etc.
• Creating and ensuring case note files are up to date and available for patient appointments/admissions, including liaison with other departments and sites.
• Undertaking general office duties as required, including ordering supplies, filing, photocopying etc.

About us

Benefits for staff working in the Trust include:

• Free parking, car sharing and Cycle to Work Scheme.
• Access to Trust gyms, independent counselling, physiotherapy, Occupational Health, free flu vaccinations, Employee Support, Mindfulness Training, Employee Psychology and Staff Retreats.
• Generous NHS pension and annual leave package (27 days plus bank holidays).
• Regular 1-2-1s, quarterly supervision and annual appraisal, providing opportunity for discussion around achievements, challenges, aspirations and training and development opportunities.
• Staff recognition is very important to us; we work closely with colleagues to support development, the staff voice, and to recognise teams and individuals, highlighting outstanding work through our Greatix and Star Award schemes.

Job responsibilities

We recognise that Administrators are professionals and are a valuable asset to our organisation. We understand that they have a key role in the support and delivery of our services and that their contribution helps us in achieving our aim of consistently providing safe and high-quality care for our service users.

The kind of care we would want for ourselves and for our loved ones. Our organisation is on a Journey to Change, creating a great experience for our staff is one of three big goals. Ultimately, our aim is to be a proactive, responsible and mindful employer; recruiting, retaining and training our staff, for the right roles, at the right time.

Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.

Person Specification

Qualifications

• Level 3 Qualification in relevant field or equivalent experience or willingness to work towards Level 3 in Business Administration.
• Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above/New GCSE in Maths and English (Grade 4 to 9) are an essential requirement to be fully competent in the role.
• Where an applicant does not have the above qualifications or is unable to provide evidence of the certification, the applicant MUST achieve the required standards during their probationary period.
• Level 3 in Business Administration.
• RSA Level 2 or equivalent Secretarial/administrative experience in a clinical environment.

Experience

• Experience of working in an administrative environment (diary management, filing systems, meeting coordination, minute taking, data input, collating and presenting information).
• Customer Service experience (face to face, answering calls, correspondence).
• Experience of organising competing demands and workloads.
• Experience of setting up and maintenance of administrative systems and processes.
• Experience of working autonomously and proactively.
• Experience of supporting/supervising staff.
• Experience of handling monies and working within financial guidelines.

Knowledge

• Comprehensive knowledge of Microsoft Office applications.
• Understanding of data protection and the need for confidentiality and how to maintain this.
• Knowledge of office systems and processes.
• Knowledge of NHS systems.

Knowledge/Skills/Experience

• Good interpersonal and communications skills (articulate, meaningful, legible and appropriate to the audience).
• Accurately transcribe data from a variety of sources, including digital dictation software.
• Numerate to be able to undertake basic calculations/information.
• Follow and work within defined procedures.
• Good organisational skills and able to prioritise workload and work on own initiative within procedures.
• Ability to work as part of a team, sharing knowledge and training.
• High level of attention to detail and quality of work.
• Ability to use and maintain office systems.
• Demonstrate accurate keyboard skills through the ability to word process documents and complete information accurately.

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.

Salary: £24,937 to £26,598 a year pro rata, per annum.