Job summary
Full time vacancy, 11 months maternity cover
South West Yorkshire Partnership NHS Foundation Trust isseeking to appoint a Management Assistant to work within the Adultsand Older People Mental Health Care Group, based at The Laura Mitchell Health & WellbeingCentre, Halifax. This post is to cover Maternity Leave for a period of 11months from June 2023.
The successful applicant will be required to assist fourTeam Managers in the day to day operational management for staff within theteams. The ideal candidate will be self-motivated and able to demonstrate goodleadership skills. They will be friendly and flexible in their approach,alongside having excellent communication skills and good attention to detail.
The post holder will provide a range of skills includinginduction of new staff into the department and advice on people issues to the managers.They will be responsible for implementing processes and systems that supportthe Team Managers and the teams to ensure effective non-clinical management.
Main duties of the job
As a Management Assistant you must be able to workaccurately to deadlines, sometimes under pressure, use your own initiative,prioritise own workload and have excellent time management skills.
Duties will be varied and will include working withMicrosoft Office and Outlook, agenda preparation, minute taking, effectivediary management, recruitment and selection and supporting the implementationof policies and procedures including Sickness & Absence and Health &Safety.
The successful candidate must have a good knowledge andunderstanding of IT systems and packages and be able to maintainconfidentiality at all times. You should be comfortable communicating with arange of staff at all levels, internally and externally and have a personcentred approach.
For further information please contact Jen Goodwin TeamManager or Jonny Hall Management Assistant on 01422 262349/07880 477686.
All employees ofthe Trust are strongly encouraged to be fully vaccinated against COVID-19 toprotect patients
About us
Weare a specialist NHS Foundation Trust that provides community, mental healthand learning disability services for the people of Barnsley, Calderdale,Kirklees and Wakefield. We also provide low and medium secure services and arethe lead for the west Yorkshire secure provider collaborative .
Our mission isto help people reach their potential and live well in their communities, we do thisby providing high-quality care in the right place at the right time. We employstaff in both clinical and non-clinical services who work hard to make adifference to the lives of service users, families and carers. We encourageand welcome applications from all protected characteristic groups, we valuediversity and want our workforce to be reflective of our communities.
Beinga foundation Trust means were accountable to ourmembers, who can have a say in how were run. Around 14,300 local people(including staff) are members of our Trust.
Joinus and you will be one of over 4,500 staff committed to supporting and improvingthe mental, physical and social needs of the thousands of people we meet andhelp each year.
Weare committedto safeguarding and promoting the welfare of children, young people andvulnerable adults and expects all colleagues and volunteers to share thiscommitment.
We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.
Job description
Job responsibilities
JOB SUMMARY
This position is designedto provide a flexible role to support and manage change to meet Business Unitobjectives
Undertakedelegated duties under the supervisionof the line manager/management team.Consulting as necessary and working collaboratively to deliver a comprehensiveservice.
Provide services within well-establishedpolicies, procedures, protocols, guidelines, whilst acting within the requiredsphere of competences for the role at all times.
Work in partnership with others;develop knowledge to promote an holistic service.
Demonstrate sound knowledge of theservice to enable the post holderto contribute and inform decision making within the service.
Supervise and delegate work to Admin/secretarial staff, participatein their induction, training, appraisal etc.
May be required to work inchallenging environments which could include lone working and conflictresolution.
Undertake and maintain the requiredstatutory, mandatory and core training as required by the specific area of service.
Work flexibly to meet the needs ofthe service.
KEY RESULT AREAS:
1.1 Service provision:
To deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to the Management Team, in a timely and proactive manner when these standards have not been met, enabling appropriate action to be taken. Implement planned actions in response, communicating changes as appropriate.
Support the TeamManagers and General Manager as required.
Workindependently, prioritising own work, exercising initiative and judgment. Referand seek guidance/supervision on issues outside of post holders level ofcompetence or authority to their line manager.
Proactively and positively contribute to the achievement of service/Trust objectivesthrough individual and team effort. Managethe service user experience with the focus being ondelivering excellentcustomer services.
Assistin the promotion of an open, welcoming,person-centred culture for service users, carers and colleagues, Seekand support feedback from service users toaid service improvement as required.
To produceclear and accurate written correspondence (including the composition of ad-hocroutine letters) eg, letters, memos, reports, presentations etc, usingcompetent copy, audio tapes, IT skills,accurate data inputting and use of Trust Intranet and Internet as required.
Maintain accurate and contemporaneous documentation. Use appropriate documentation/systems in accordance with local and Trust standards demonstratingcompetent IT skills, accurate data inputting and use of the internet.
Use effective verbal/written communication at all times,incorporating tact, empathy, consideration, courtesy and confidentiality. Adaptstyle of communication to respond to service user communication difficultiesand psychological, social, physical and spiritual needs.
Please see attached Job description in Supporting documents
Job description
Job responsibilities
JOB SUMMARY
This position is designedto provide a flexible role to support and manage change to meet Business Unitobjectives
Undertakedelegated duties under the supervisionof the line manager/management team.Consulting as necessary and working collaboratively to deliver a comprehensiveservice.
Provide services within well-establishedpolicies, procedures, protocols, guidelines, whilst acting within the requiredsphere of competences for the role at all times.
Work in partnership with others;develop knowledge to promote an holistic service.
Demonstrate sound knowledge of theservice to enable the post holderto contribute and inform decision making within the service.
Supervise and delegate work to Admin/secretarial staff, participatein their induction, training, appraisal etc.
May be required to work inchallenging environments which could include lone working and conflictresolution.
Undertake and maintain the requiredstatutory, mandatory and core training as required by the specific area of service.
Work flexibly to meet the needs ofthe service.
KEY RESULT AREAS:
1.1 Service provision:
To deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to the Management Team, in a timely and proactive manner when these standards have not been met, enabling appropriate action to be taken. Implement planned actions in response, communicating changes as appropriate.
Support the TeamManagers and General Manager as required.
Workindependently, prioritising own work, exercising initiative and judgment. Referand seek guidance/supervision on issues outside of post holders level ofcompetence or authority to their line manager.
Proactively and positively contribute to the achievement of service/Trust objectivesthrough individual and team effort. Managethe service user experience with the focus being ondelivering excellentcustomer services.
Assistin the promotion of an open, welcoming,person-centred culture for service users, carers and colleagues, Seekand support feedback from service users toaid service improvement as required.
To produceclear and accurate written correspondence (including the composition of ad-hocroutine letters) eg, letters, memos, reports, presentations etc, usingcompetent copy, audio tapes, IT skills,accurate data inputting and use of Trust Intranet and Internet as required.
Maintain accurate and contemporaneous documentation. Use appropriate documentation/systems in accordance with local and Trust standards demonstratingcompetent IT skills, accurate data inputting and use of the internet.
Use effective verbal/written communication at all times,incorporating tact, empathy, consideration, courtesy and confidentiality. Adaptstyle of communication to respond to service user communication difficultiesand psychological, social, physical and spiritual needs.
Please see attached Job description in Supporting documents
Person Specification
Experience
Essential
- in General Administration/ Supervisory Management eg. Project management, Sickness management, recruitment, etc.
- In dealing with the public.
- In working as an effective team member.
- in prioritising own workload and meeting deadlines
Training
Essential
- Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
- Must be willing/able to undergo job development and training and maintain skills.
Desirable
Special knowledge/skills
Essential
- As appropriate to the role:
- Excellent written communication skills, with the ability to deal with and prepare routine written correspondence
- Excellent verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages
- Strong analytical and problem solving skills
- Sound knowledge of Data Protection Act
- Demonstrate excellent customer care skills
- Providing and receiving supervision
- Enthusiastic, able to work flexibly
- Excellent communicator, numeracy/ literacy, IT/keyboard skills
- Diversity/Cultural understanding
- Knows responsibilities regarding confidentiality and trust.
- Resilience to pressure and previous exposure to emotional, distressing or hazardous situations
- Non-judgemental, empathetic manner
- Demonstrates Trust Values
- Excellent interpersonal skills
- Able to use observation skills to identify potential risks and act appropriately
- In working effectively, professionally and independently or as part of a team
- In demonstrating initiative, decision-making and prioritisation skills.
Desirable
- Financial Management skills
- Language skills other than English
PERSONAL ATTRIBUTES
Essential
- Ability to be flexible to meet the demands of the post.
- Responsive attitude and approach
- Dress appropriately for the environment
- Ability to travel around the Trust as appropriate to role
Qualifications
Essential
- NVQ level 4 in Business Administration or equivalent level qualification,
- Or, be able to demonstrate competency at level 4 in an Admin/secretarial /supervisory position.
Desirable
- Group Facilitation skills
- Willingness to undertake further study/development.
- Degree
PHYSICAL ATTRIBUTES
Essential
- A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
- Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary)
Person Specification
Experience
Essential
- in General Administration/ Supervisory Management eg. Project management, Sickness management, recruitment, etc.
- In dealing with the public.
- In working as an effective team member.
- in prioritising own workload and meeting deadlines
Training
Essential
- Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
- Must be willing/able to undergo job development and training and maintain skills.
Desirable
Special knowledge/skills
Essential
- As appropriate to the role:
- Excellent written communication skills, with the ability to deal with and prepare routine written correspondence
- Excellent verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages
- Strong analytical and problem solving skills
- Sound knowledge of Data Protection Act
- Demonstrate excellent customer care skills
- Providing and receiving supervision
- Enthusiastic, able to work flexibly
- Excellent communicator, numeracy/ literacy, IT/keyboard skills
- Diversity/Cultural understanding
- Knows responsibilities regarding confidentiality and trust.
- Resilience to pressure and previous exposure to emotional, distressing or hazardous situations
- Non-judgemental, empathetic manner
- Demonstrates Trust Values
- Excellent interpersonal skills
- Able to use observation skills to identify potential risks and act appropriately
- In working effectively, professionally and independently or as part of a team
- In demonstrating initiative, decision-making and prioritisation skills.
Desirable
- Financial Management skills
- Language skills other than English
PERSONAL ATTRIBUTES
Essential
- Ability to be flexible to meet the demands of the post.
- Responsive attitude and approach
- Dress appropriately for the environment
- Ability to travel around the Trust as appropriate to role
Qualifications
Essential
- NVQ level 4 in Business Administration or equivalent level qualification,
- Or, be able to demonstrate competency at level 4 in an Admin/secretarial /supervisory position.
Desirable
- Group Facilitation skills
- Willingness to undertake further study/development.
- Degree
PHYSICAL ATTRIBUTES
Essential
- A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
- Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary)
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
