Team Administrator
hace 2 días
Sheffield
About usAt Sheffield Health Partnership University NHS Foundation Trust we provide a range of mental health, learning disability, substance misuse, primary care and other specialist services designed around the needs of people in our city.We have a dedicated and skilful team of people caring in Sheffield, which you could become a part of.Our values are at the heart of everything we do. These are: We work together, We are respectful and Kind, We are inclusive and We keep improvingSheffield Health Partnership University NHS Foundation Trust is currently unable to provide sponsorship for this role. This is in accordance with UKVI guidelines and legislation, as these roles do not meet the skill nor salary threshold for sponsorship. If you hold a visa which allows you to work in the UK, you are welcome to apply for this role however our policy requires you to have at least 12 months on your visa at commencement of your employment for training and operational reasons. This means that you need at least 15 months right to work in the UK at the point of application to enable employment checks to be undertaken. Job overviewBand 3 AFC Team AdministratorPermanent contract 30 hrs per weekWe are looking for an individual to work as part of the small admin team at Sidney street, primarily supporting the Homeless Assessment Support Team, but working as part of a wider admin team for the services working from our Sidney street base.The Homeless Assessment Support Team is based in the city centre and provides mental health assessment and treatment to individuals at risk of rough sleeping.Main duties of the jobIt is essential that the postholder have a wide range of administration skills including typing and audiotyping, word processing and computer experience and diary management.The ability to maintain a high degree of confidentiality in relation to information about both patients and staff.It is essential that the postholder has good communication skills, is organised, can prioritise their work effectively and has the ability to work unsupervised.Working for our organisationAt SHSC, we prioritise the well-being and safety of both our service users and employees. It is our policy and a condition of employment that all employees must join the DBS Update Service. This service carries an annual fee, which employees are responsible for paying up front. However, employees may claim this cost back through the Trust's Employee Expenses Reimbursement Policy. For those requiring a Basic DBS check, it is necessary to register for a DBS Online Account.Detailed job description and main responsibilitiesTo deal with incoming telephone referrals and general enquiries and passing this information to relevant members of the team.Provide a reception service for clients, carers and other visitors.Input and maintain the clients records on our electronic record RioThe provision of an administration/secretarial service to the team, including typing and word processing of letters, reports, memos, audio transcriptions, photocopying and faxing in a timely and accurate fashion and where requiredPrepare agenda and documentations for meetings within the serviceTake minutes of meetings as required within the serviceReceive and distribute internal and external mailAssist in the monitoring and recording of data and statistical information to assist the team in development of quarterly team reports relating to Care Quality Commission (CQC) objectivesOperation of internal information systemsRecord statistical information relating to patient informationMaintain and update existing filing systemsThe postholder will be expected to support and adhere to general building protocols in relation to health, safety and securityThis job description may vary from time to time following discussion with postholder the line managerTo undertake any training relevant to the post.Awareness of the Trust’s procedures in relation to the office environment e.g. Health and Safety.The post holder should be comfortable in the use of computer technology, have basic keyboard skills and have the ability to use email.This is not an exhaustive list of duties and responsibilities and in discussion with the manager the postholder may be required to undertake other duties which fall within the Banding of the post. The job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.Person specificationTraining and QualificationsEssential criteria- • GCSE Maths & English or equivalent Grades A-C- • Word Processing/Computer experience essential together with e-mail and Internet experience- RSA / OCR Level 2 typing qualification or equivalent experience and knowledge- • Audio typing experienceDesirable criteria- • Knowledge of Databases and SpreadsheetsExperienceEssential criteria- • Recent relevant experience working within an office environment- • Experience of Secretarial duties including audio typing- • Similar type of work preferably with a health and Social Care settingDesirable criteria- • Commitment to personal development- • Flexibility and ability to adapt to changing environmentsKnowledge and skillsEssential criteria- • Organisational skills and the ability to prioritise and plan conflicting and complex work demands- • Good interpersonal skills- • Outstanding communication skills and An excellent telephone manner- • The ability to navigate IT systems, inc Excel, Word and Powerpoint- • A caring and sensitive attitude when communicating with staff and patientsDesirable criteria- • Ability to take minutes of meetings- • Previous experience of Rio (patient database)We aim to be an organisation that is diverse and inclusive and to meet this aim we welcome applications from people with a wide range of life experience and whose diversity echoes the diversity of Sheffield, that of the people who use our services, and that of the people who may need to use our services but face barriers to access. Please think about your personal values and how these align with our Values when you are applying. Find out more about our organisation through our website.We are a Disability Confident employer. We offer a guaranteed interview to disabled applicants who meet all of the essential criteria for a role. When you apply you will have the opportunity to let us know if you require adjustments to be made, please contact us if you are not sure or if you require adjustments to the application process itself.Our six staff network groups welcome new members, these are:- The Ethnically Diverse Staff Network Group- The Disability Staff Network Group- The Lived Experience Staff Network Group- The Rainbow Staff Network Group- The Staff Carers Staff Network Group- The Women’s Staff Network Group We know how important flexible working can be to applicants and therefore we encourage you to discuss any working arrangements as part of this process. We will always aim to accommodate requests, wherever possible.The Trust is committed to safeguarding adults and children and as part of our safe recruitment practice the successful applicant(s) will be subject to a check with the Disclosure and Barring Service (DBS) if it is deemed appropriate for the role. The cost of the DBS check must be met by the successful applicant(s).At SHPU, we prioritise the well-being and safety of both our service users and employees. It is our policy and a condition of employment that all employees must join the DBS Update Service. This service carries an annual fee, which employees are responsible for paying up front. However, employees may claim this cost back through the Trust's Employee Expenses Reimbursement Policy. For those requiring a Basic DBS check, it is necessary to register for a DBS Online Account.When applying for this post you will redirected to complete your application in our preferred applicant management system, Trac. If you are successfully offered a role, information will also be transferred into the national NHS Electronic Staff Records system. In addition, in submitting an application, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.Use of Artificial Intelligence (AI) when writing job applicationsIf you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting statement.While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you’re applying for, nor can they accurately reflect your skills, knowledge, and experience. It is crucial that you personalise your supporting statement by articulating these in your unique voice.Relying solely on AI to write your application or supporting statement is not advocated by SHPU and could negatively impact your chances of success in the application process.For example, AI responses…• usually lack relevance and fail to address the key criteria outlined in the job description and person specification.• may come across as generic and fail to distinguish you from other applicants.• may be ambiguous or open to misinterpretation. Without careful review and editing, the supporting statement could convey messages that are unclear or misconstrued by hiring managers.• may include qualifications, skills, knowledge or experience that you do not possess, potentially leading to misrepresentation.Supporting StatementThe supporting statement is an opportunity for you to showcase how your qualifications, knowledge, skill and experiences align with the requirements and criteria outlined in the job description and person.Recruiting managers score applications based on the criteria listed in the person specification. Managers will be looking for evidence of how you meet these criteria. To increase your chances of securing an interview, provide examples of how you have applied your skills and knowledge in real-life situations. Share work-related successes and challenges you’ve navigated that align with the criteria. These could be from various aspects of your life, including work, education, and personal experiences.Consider structuring your statement with clear headings or bullet points. This approach will help both you and the recruiting manager navigate through your application more effectively.