Admin and Clerical Assistant

Job overview

Would you like to become a member of our admin team providing innovative care to our clients as part of an outstanding CQC Organisation?

We are looking to appoint a highly motivated and committed Administrator to join our team at Stoke on Trent Talking Therapies Service.

This is an essential role in the delivery of a quality service to our clients. We are a friendly and well organised team with a forward-thinking approach.

Candidates should be skilled and experienced in administration and demonstrate keen self-management skills to enable them to provide a high-quality effective and efficient service.

Main duties of the job

The post holder will provide a varied range of administrative duties and act as a focal point for communication. Excellent interpersonal and communication skills (both written and verbal) are essential, as is an ability to organise and prioritise their own workload to react quickly to changing situations. Strong IT skills are vital so applicants should evidence their experience of using data basis and Microsoft Outlook, Excel and Word on their application.

We are seeking an individual who is enthusiastic, compassionate, flexible and creative in their approach who can work alongside team members to provide high quality and effective administrative support.

The successful candidate will be supervised and line managed by the Admin Lead and will be expected to work in a high volume, time limited therapeutic setting. Previous experience working in an IAPT or equivalent service would be an advantage. People with lived experience of mental health issues are encouraged to apply for this post.

The service works core 9-5 hours but offers therapy opportunities for clients between the hours of 8am-8pm. The successful candidate may be required to work flexibly to meet service need.

Detailed job description and main responsibilities

1.     Providing and receiving routine information to inform work colleagues, patients, clients, carers, the public or other external contacts.  In particular, this will involve:

• Respond appropriately to requests for information
• Take and process a high volume of self-referrals over the telephone.
• Act on correspondence – referring to the appropriate person as required
• Providing routine information to manager and colleagues
• Answering routine queries from patients/clients/carers/colleagues/public or other external contacts
• Preparation/completion of routine documents, including letters, reports, presentations and forms e.g. purchase order requisitions, photocopying, filing
• Handling telephone queries including a shared responsibility for reception duties
• Assisting patients/clients/relatives during incidental contacts

2.     The role will require capacity to make decisions, which may require consideration of a range of options, such as:

• Judgements on how to deal with enquiries, patients/carers/external contacts
• Prioritising work, resolving conflicting diary appointments and schedules

3.     Responsible for data entry, text processing or storage of data compiled by others, utilising paper or computer based data entry systems.  Particular systems used in this role are detailed under ‘Specialist/Technical requirements’.  The role will require use of VDU equipment for a substantial proportion of time, and does require keyboard skills.

4.     Understanding of a range of routine work procedures some of which may fall outside of the immediate work area.  In particular this will involve an understanding of and compliance with relevant deadlines and procedures legislation, procedures, schemes such as:

• Confidentiality policy
• Data protection
• Clients at risk protocol
• Governance policies

5.     Undertaking planning and organisation, of straightforward tasks, activities or programmes.  This may include activities such as:

• Maintaining an effective ‘bring forward’ system
• Co-ordinate programmes of work (such as training schedules or the use of rooms, setting up of rooms)
• Assist in ensuring that appropriate facilities are available for scheduled events

6.     Responsible for maintaining auditable stock control and/or security of stock, with particular emphasis on stationary but also extended to the management and control of other resources such as clinical/medical stock or projectors and laptops.

• Receipt of goods
• Maintaining stock levels

7.     Provide advice, or demonstrate own activities or workplace routines to new or less experienced employees in own work area.

8.     To undertake surveys or audits, as necessary to own work.

A detailed job description and personal specification listing necessary qualifications are attached. Applicants should evidence how they meet the criteria on the personal specification in their supporting statement

Please apply early - We reserve the right to close the vacancy once we have received sufficient applications.