Clinical Team Administrator

Job summary

We have an exciting part time (18.75 hours) opportunity for a Clinical Team Administrator to join the Integrated Mental Health Team based in HMP Low Newton which is a a high-security closed-category women's prison.

In this role, you will be a part of our multi-disciplinary team who work closely together in order to give the best holistic care to our service users. In this role, you will be based in the prison working closely amongst the team.

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

We are looking for a skilled individual who has experience working in an administrative role to support the unit to achieve and maintain high standards of clinical excellence.

The post involves providing administrative duties to support the multi-disciplinary team in the prison. The successful candidate will need to have excellent IT and organisational skills and a good knowledge and understanding of information systems. Secretarial/administrative experience is essential along with comprehensive knowledge and experience within Microsoft office applications. SystmOne experience would be an advantage although training will be provided.

The team works in a busy and fast paced environment so the ability to work under pressure to meet deadlines with a flexible and motivated attitude to work is essential.

The role mainly includes day to day admin tasks such as organising meetings, answering the phone, attending team huddles, monitoring a shared inbox, managing referral ledgers and minuting clinical meetings. Dictation may also be required to support clinical staff.

Excellent communication skills, both verbal and written coupled with proven secretarial skills and previous experience is essential.

Hybrid working is not supported in this role.

About us

We are the Mental Health & Learning Disability NHS Trust for County Durham and Darlington, Teesside, North Yorkshire, York and Selby.

From education and prevention, to crisis and specialist care --our talented and compassionate teams work in partnership with our patients, communities and partners to help the people of our region feel safe, understood, believed in and cared for.

We nurture the recovery journey of anyone in need of our help. In Our Trust, everyone has a say in how they are supported and treated because we listen to every person in our care until they feel understood. Our patients, their families and carers work together with us towards better mental health.

We're committed to new thinking that improves the wellbeing of our region. We connect with our communities and partners to get mental health care right, in areas that really need it.

We won't rest until everyone in our region has the mental health care they need, to lead their best possible life.

Job responsibilities

This role is subject to Prison Vetting and the successful candidate must pass this before commencing employment. This includes a thorough review of personal information, including a criminal record check (both spent and unspent), a review of financial standing, and social media checks. Please note that vetting checks may also extend to family members and associates. You must also have resided in the UK for 3 years at the point of application. This will be considered as part of the shortlisting criteria and your application may be rejected if you do not meet this criteria.

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

Contact / a discussion about the post is welcomed, so please contact Sophie Kirk for further information.

This job advert may close early if a high volume of applications have been received. If interested, please apply for this post as soon as possible.

Person specification

Prison Vetting

Essential

• Resident of the UK for at least 3 years

Qualifications

Essential

• 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 are unable to provide evidence of the certification, the applicant MUST achieve the required standards during their probationary period

Desirable

• Level 3 in Business Administration.
• RSA Level 2 or equivalent Secretarial/administrative experience in a clinical environment

Experience

Essential

• Experience of working in an administrative environment (diary management, filing systems, meeting coordination, minute talking, data input, collating and presenting information)
• Customer Service experience (face to face, answering calls, correspondence)
• Experience of organising completing demands and workloads.
• Experience of setting up and maintenance of administrative systems and processes.
• Experience of working autonomously and proactively

Desirable

• Experience of supporting/supervising staff
• Experience of handling monies and working within financial guidelines.

Knowledge

Essential

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

Skills

Essential

• 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
• High level of attention to detail and quality of work.
• Ability to work as part of a team, sharing knowledge and training.
• Ability to use and maintain office systems
• Demonstrate accurate keyboard skills through the ability to word process documents and complete information accurately.

Desirable

• 6 - 12 months - Probation Procedure/ Supervision or Appraisal