Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Part time - 22.5 hours per week
- Job ref
- 311-F743-24-B
- Employer
- Pennine Care NHS Foundation Trust
- Employer type
- NHS
- Site
- Woodbank PICU
- Town
- Stockport
- Salary
- £24,071 - £25,674 pa, pro rata
- Salary period
- Yearly
- Closing
- 26/11/2024 23:59
Employer heading
Unit Administrator
NHS AfC: Band 3
If you are Kind, Fair, Ingenious and Determined then we want you to come and join our #PennineCarePeople
https://www.penninecare.nhs.uk/values
Job overview
To provide high quality administrative support ensuring high standards are
maintained at all times and work is produced effectively and efficiently in accordance with Trust policies and procedures.
Main duties of the job
To provide efficient general secretarial and administrative assistance to the Unit Manager, Clinical Services Manager, Occupational Therapist and their teams.
Liaising with other members of staff on site, including the maintenance and
estates departments, GPs, patients and their relatives, plus other relevant
agencies, eg Social Services, Probation, Courts, Prisons, Police Departments, Solicitors etc
Collect, collate, input and extract data into/from NHS systems as directed by Unit Manager/Admin Manager (PARIS, Safer Staffing, SMART, Electronic Staffing Record).
Input data onto Paris system with regards to admissions, discharges, AWOL, home leave, transfers and return to the ward.
Responsible for the safe storage of data and information in accordance with Trust policies ensuring guidelines regarding confidentiality, disclosure of information and Data Protection are observed at all times.
Maintain administrative systems set up to ensure an organised and efficient working environment for staff.
To work as an integral part of the Unit staff team.
Developing and maintaining an efficient and effective filing system as required.
Creation and formatting of documents including databases, folders on the G Drive and daily paperwork, this includes regular housekeeping of documentation used on the unit.
Dealing with telephone enquiries in a diplomatic and sensitive way, following these through with the appropriate member of staff in an appropriate and tactful manner.
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.
Detailed job description and main responsibilities
To provide efficient general secretarial and administrative assistance to the Unit Manager, Clinical Services Manager, Occupational Therapist and their teams.
Liaising with other members of staff on site, including the maintenance and
estates departments, GPs, patients and their relatives, plus other relevant
agencies, eg Social Services, Probation, Courts, Prisons, Police Departments, Solicitors etc
Collect, collate, input and extract data into/from NHS systems as directed by Unit Manager/Admin Manager (PARIS, Safer Staffing, SMART, Electronic Staffing Record).
Input data onto Paris system with regards to admissions, discharges, AWOL, home leave, transfers and return to the ward.
Responsible for the safe storage of data and information in accordance with Trust policies ensuring guidelines regarding confidentiality, disclosure of information and Data Protection are observed at all times.
Maintain administrative systems set up to ensure an organised and efficient working environment for staff.
To work as an integral part of the Unit staff team.
Developing and maintaining an efficient and effective filing system as required.
Creation and formatting of documents including databases, folders on the G Drive and daily paperwork, this includes regular housekeeping of documentation used on the unit.
Dealing with telephone enquiries in a diplomatic and sensitive way, following these through with the appropriate member of staff in an appropriate and tactful manner.
Control and maintenance of health records in accordance with the Trust’s
Records Management Policy and ensuring all are electronically tracked to the current location.
To be responsible for the maintenance and security of all manual and electronic filing systems.
Cooperate fully in the introduction of new technology and new methods of
working, as appropriate to the work of Unit Administrator, including self
development, to continuously update knowledge of new trends.
To safeguard, at all times, privacy of information relating to patients and staff alike, ensuring that an efficient, courteous service is offered to all service users and that confidentiality is strictly maintained.
To work as an integral part of the Rehab and High Support Care Hub
administration team, providing cover and assistance across the Hub as
directed by the Administration Lead/Manager.
To participate in the Rehab and High Support Administration Forum.
Ordering both stock and non stock items for the unit and other units within the Care Hub
To participate in yearly Individual Performance and Development Reviews with related quarterly appraisals, undertaking management supervision and ensuring completion of mandatory training.
To abide by all relevant trust policies and procedures
Any other duties as required by the Trust.
Person specification
Education/Qualifications
Essential criteria
- NVQ 3 or equivalent experience
Desirable criteria
- Typing/Word processing qualification
- ECDL or equivalent experience
Experience
Essential criteria
- Working experience of Microsoft Office
Desirable criteria
- Experience of using electronic systems
- Previous NHS experience
Knowledge
Essential criteria
- Office procedures and systems
- Understanding the importance of maintaining confidentiality of both staff and service users
Skills and Abilities
Essential criteria
- Ability to communicate effectively with all levels of Trust staff and external agencies
- Good keyboard skills
- Ability to prioritise workload effectively
- Good organisational skills
- Good written, verbal and interpersonal communication skills
- Ability to work as member of a team and individually
- Conscientious and able to prioritise work to meet deadlines
Desirable criteria
- Working knowledge of Paris
Work Related Circumstances
Essential criteria
- Be adaptable and flexible with the ability to learn new skills and adapt to a changing working environment and quickly apply new processes
Desirable criteria
- Access to and use of appropriate means of the Trust footprint in line with service needs
Employer certification / accreditation badges
.jpg "North West BAME")
Applicant requirements
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.
Documents to download
Further details / informal visits contact
- Name
- Johanna Baylis
- Job title
- Admin Lead/Manager
- Email address
- [email protected]
- Telephone number
- 07517579594
If you have problems applying, contact
- Address
-
Pennine Care NHS Foundation Trust
225 Old Street
225 Old Street
OL6 7SR
- Telephone
- 01617163181
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