Team Assistant

Job overview

Join Our Team at St Ann’s Hospital, Harbour ward.

Are you an organised, proactive, and compassionate administrator looking for a rewarding role within the NHS? We are seeking a dedicated Team Assistant to provide high-quality administrative and secretarial support to our Ward Manager and multidisciplinary team within Acute Mental Health Services.

This is an excellent opportunity to play a vital role in supporting patient care by ensuring the smooth and efficient running of ward administration.

Additional Information

This post is subject to an Standard DBS check.

The successful candidate will be required to undertake mandatory training appropriate to the role and may occasionally deal with sensitive or distressing information.

If you’re a highly organised administrator with a passion for supporting healthcare teams and making a difference to patient services, we’d love to hear from you.

Please note visa sponsorship for this role is unfortunately not available. Ensure you hold valid right to work in the UK and will not require sponsorship if successful.

Main duties of the job

As our Team Assistant, you will provide comprehensive administrative support, helping the ward team to deliver outstanding care. No two days are the same, and you’ll be responsible for a wide range of duties, including:

• Providing secretarial and administrative support to the Ward Manager and ward team.
• Managing diaries, arranging meetings, and coordinating communications.
• Producing letters, reports and spreadsheets using Microsoft Office.
• Managing incoming and outgoing correspondence and handling telephone enquiries.
• Maintaining accurate filing systems and electronic records.
• Supporting workforce administration, including staff rotas, annual leave, sickness recording, and training records.
• Assisting with recruitment administration and onboarding new starters.
• Producing reports and maintaining audit information.
• Monitoring invoices, petty cash, and bank hours.
• Providing cross-cover for the Ward Clerk role when required.

We are looking for someone who is:

✔ Educated to GCSE level (including English and Maths) ✔ Experienced in providing administrative or secretarial support (minimum one year’s experience) ✔ Highly organised with excellent prioritisation skills ✔ Proficient in Microsoft Office packages, including Word, Excel, and PowerPoint ✔ Able to work independently and as part of a team ✔ Professional, discreet, and able to maintain confidentiality ✔ Calm under pressure and able to manage competing demands ✔ A confident communicator with excellent verbal and written skills

Detailed job description and main responsibilities

For the main duties and responsibilities for this role please read the attached job description and person specification.  When completing your application please ensure your supporting statement reflects the criteria set out in these documents by showing how your experience and skills apply to this post.

We understand that using AI can be a useful and supportive tool when completing your application.  However, we have also seen an increase in the over-reliance of AI tools which is negatively impacting applications as they remove candidate’s individuality, and it becomes much harder to get a sense of who you are and your authentic experience.  If you do use AI, it should be used to enhance your application and not to create your supporting statement in its entirety.  If we suspect you have used AI to create your supporting statement and this does not match your experience, we may withdraw your application.

As part of our vision to have a skilled, diverse and caring workforce, Dorset HealthCare offers support for people getting into work. We offer an employability service to support individuals with application writing, interview skills and other employment support. If you would like or know of anyone who would value this support, please do contact [email protected]

You will be required to undertake a Prevention and Management of Violence and Aggression course and it is a condition of your employment that you successfully complete all aspects of this course; if this is not achieved you will not be able to commence working in the post.