Job Description

Norfolk and Suffolk NHS Foundation Trust provides child and adult mental health services, learning disability, wellbeing, older people's and eating disorder services across Norfolk and Suffolk.



We are committed to equality, diversity and inclusion and want to reflect the diversity of our local communities within our teams. We welcome applications from all talented individuals with the relevant qualifications, skills, knowledge and experience



YOUR APPLICATION



We can provide all our job application materials in alternative formats so that these are accessible to everyone. Should you require any documents within this job pack in an alternative format, please do not hesitate to contact us at recruitment@nsft.nhs.uk.



PLEASE NOTE: If you use a hotmail, msn or yahoo e-mail account, you will need to check your "junk" mail regularly as these email providers will divert any communication from this Trust/NHS JOBS straight into your " junk" inbox.

Please note, NSFT uses tools to screen any applications generated by Artificial Intelligence (AI).

Job overview

We are currently seeking an enthusiastic and motivated individual to provide business / administration support to our Service Manager and Clinical Team Managers for the Child and Family/Connect Teams within the Child, Families and Young Peoples Services for Suffolk who are part of the Norfolk and Suffolk Foundation Trust. The post holder will be based at our Ipswich Office and become part of the business / administration support team within. There may also be a need to provide Management Support to others teams within the service should the need arise. This post is for 30 hours a week, days and times to be agreed on appointment.



The Post Holder will need to demonstrate competency and skills in a range of office based tasks and must be prepared to undertake further training as required.



The successful candidate will have excellent communication skills and a keen eye for detail and demonstrate the ability to effectively manage and prioritise tasks.



Part of the role will include supporting Managers with data reports and compliance, which will involve confidential data within trust clinical governance frameworks.

Previous Applicants need not apply

Main duties of the job

Diary management to include arranging appointments and meetings. Inbox managing to support Clinical Team Manager / Leads. Preparing reports on behalf of the management team and collating information for waiting lists. Supporting Clinical Team Managers / Clinicians with arranging supervision/appraisals, associated HR duties including recording sickness and sickness meetings, checking rotas, booking training, and completion payroll requests ensuring strict confidentiality due to the sensitive nature of staff information being processed. Using electronic systems to input and access information as required by aligned Clinical Team Manager. Attending and contributing to internal / external meetings relevant to the post. Raising agendas and recording minutes of meetings. Providing data as requested by the Care Group. Providing cover for other administrative staff during holidays and sickness, across the Locality, including reception duties and any other general office duties as required.

Working for our organisation

Here at NSFT we pride ourselves on being a welcoming, talented, friendly and supportive team who like nothing better than sharing experiences and learning from each other. In addition to ongoing training and development opportunities, we are committed to providing an environment in which you can thrive.

Why work for us?

We have challenges as a Trust, but we have ambitious aspirations, are pushing ahead with exciting transformation work and we need dedicated individuals to support us on our journey. We have strong, established professional networks coupled with an exceptional leadership team who will ensure you are truly cared for and cared about.

Why Norfolk and Suffolk?

The people here are warm and welcoming, you'll never be far from the beautiful coastline or Broads National Park. We're an hour and a half away from London and have an international airport in Norwich too. Our villages, towns and cities are packed full of history, independent cafes, shops and theatres. We have excellent shopping, eating out, top ranking schooling and affordable house prices too.

Detailed job description and main responsibilities

The ideal candidate will have strong communication skills, the ability to prioritise. We use a variety of different systems, so being confident in IT and with the ability to pick new things up quickly would be advantageous.



You will be joining a fast-paced and changing environment using a range of clinical systems and Microsoft packages. A working knowledge of Microsoft Office Packages, including Word, Excel and Outlook will be essential. Knowledge of Trust systems such as ESR, Oracle, Trac, Health Roster and Lorenzo would be an advantage, however training would be given in respect of any training needs.



You should be able to evidence a flexible response to service needs and the ability to think creatively. Experience of working to deadlines, on your own initiative and maintaining strict confidentiality are also essential.

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Previous applicants need not apply.

Person specification

#

Qualifications

Essential criteria

NVQ Business Administration or equivalent or working towards Pitman/RSA III Typing / Word Processing or equivalent secretarial experience at intermediate level

Desirable criteria

Minute Taking/Transcribing #

Experience and SKills

Essential criteria

Understanding and experience in a full range of secretarial procedures and systems gained through practice at intermediate level ICT skills including Microsoft (especially spreadsheets and presentations, e.g. Excel, PowerPoint) or equivalent

Desirable criteria

NVQ 2 Customer Service or working towards #

Knowledge

Essential criteria

Working knowledge of Microsoft packages or equivalent

Desirable criteria

Knowledge of NHS policy / procedures

EQUAL OPPORTUNITIES Apart from its legal duties in relation to equality and diversity, the Trust recognises and actively promotes the benefits of a diverse workforce and is committed to treating all employees with dignity and respect regardless of race, gender, disability, age, sexual orientation, religion or belief.


As a part of the Disability Confident Employer Guaranteed Interview Scheme we interview all disabled applicants who meet the essential criteria for the job vacancy (outlined in the Person Specification).. We encourage you to indicate your eligibility through TRAC jobs when applying.


DISCLOSURE AND BARRING SERVICE CHECK (formerly CRB)

FOR POSTS WITH DIRECT SERVICE USER CONTACT - Please be advised that due to recent changes in the DBS Service, organisations no longer receive copies of DBS Disclosures - these are sent directly to candidates only. Therefore, it will be your responsibility, if successful, to ensure that this is taken to the appointing officer as soon as you receive it.



Alternatively, if you have subscribed to the update service, we will be able to check your status once we have your authority to do so.


The Trust has now introduced a DBS Update Service which is a contractual requirement. You need to subscribe when you have applied for your DBS clearance and there is a time limit to subscribe of 19 days after receipt of your DBS disclosure. Please ensure that this is completed within the set time scale.


This update service is an annual subscription at a cost of 16 to you. This will enable the Trust to have instant online access to your DBS record, with your consent, and so will remove the need for you to have to apply for this repeat check again.

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