HUMBER NHS FOUNDATION TRUST

JOB DESCRIPTION

JOB TITLE Senior Administrative Assistant

BAND 3

REPORTS TO Administrative Officer

OPERATIONALLY
RESPONSIBLE TO Team Leader

PROFESSIONALLY
RESPONSIBLE TO Administrative Officer

LOCATION Beverley Community Mental Health Team

JOB PURPOSE
 To complete the required apprenticeship framework within the
recommended timescale to complete a Level 3 Apprenticeship (12-18
months) which includes all required on job training, mandatory training,
technical and study skills/qualifications.
 To provide administrative/secretarial support to clinical teams/Consultant
Psychiatrist/support services within standard administrative procedures
and contribute to the planning and development of the service as a
member of the team.
 To induct and supervise less experienced staff
 To co-ordinate the work of clinicians

DUTIES AND RESPONSIBILITIES

Communication/Relationship Skills KSF Dimension

(routine information, barriers to understanding)
 To provide and receive routine information orally, in writing Communication
or electronically to inform work colleagues, patients,
clients, carers, the public/external contacts, the
information may be of a sensitive nature and there may be
barriers to understanding
 To demonstrate a competent level of inter-personal skills
when providing information of a non-clinical nature to
staff, clients, carers, public/external agencies, maintaining
the Trust standards of customer service.
 To have an understanding of security/health and safety
processes and procedures, as required, relevant to the
area of work
 To accurately record information
 To contribute to team meetings
Analysis, Problem Solving and Service Planning KSF dimension
( judgements requiring analysis)
 To make judgements in resolving problems of a customer Quality
service or administrative nature within pre-defined limits, Service Improvement
referring anything of a more complex nature to senior staff
 To deal with all enquiries effectively and responsively,
deciding upon appropriate follow-up action.
 To deal with incoming/outgoing mail in accordance with
the workplace procedures
 To recognise difficult situations and respond accordingly

Planning and Organisational Skills KSF dimension

(planning and organisation a range of tasks)
 To plan and organise own day to day tasks within the Quality
parameters set out by supervising staff
 To plan and organise a range of tasks, where there is a
need to make adjustments/reallocation e.g. clinics/admin
work, as directed by senior staff in line with service
provision
 Arrange meetings/venues/diary appointments
 Take formal/informal minutes/notes of meetings
 May be required to plan the work of less experienced staff

Physical Skills KSF dimension

(developed physical skills)
 Advanced keyboard skills for accurate manipulation of
large amount of data/information
 Maintain up to date training and knowledge to effectively
move and handle equipment in a safe and effective
manner

Patient Care KSF dimension

(direct patient contact/routine information)
 Provide routine information to clients and carers e.g. in
relation to appointments, correspondence,
venues/security

Policy and Service Development Implementation KSF dimension

(follows policy in own role)
 Knowledge of relevant Trust policies and procedures e.g. Service Improvement
Fire, Health & Safety, Information Governance and Quality
Infection Control, Confidentiality
 May comment on policies, procedures or possible
developments relative to the area of work
Responsible for Financial and Physical Resources KSF dimension
(personal duty of care/stock maintenance/authorised
signatory)
 To use office equipment in an appropriate manner,
reporting any faults following the recognised
organisational procedure
 May be required to act as authorised signatory
 Order stationery supplies/issue pettycash/client funds as
required

Responsible for Human Resources KSF dimension

(day to day supervision of staff)
 Day to day supervision of less experienced staff Personal & People
 Provide training in own discipline Development
 Provide cover for colleagues, working flexibly to meet the
needs of the service/Trust
 To work towards the objectives agreed in own
Performance and Development Review

Responsible for Information Resources KSF dimension

(formal minutes/ reports/maintain quality of computer
systems)
 To input data onto computerised systems Information and
 Text processing as necessary to the role, which may Knowledge
include audio
 To maintain records both manually and electronically,
producing routine information as required e.g reports
 To contribute to the quality of accurate and up-to- date
filing/computerised systems
 Dependent upon the area of work, may be responsible for:
- Taking and transcribing formal minutes/notes which
may include audio
- Regular use of computer software to develop or create
reports/documents
- Maintain the quality of one or more information
systems
- Diary/venue management
- Preparation of notes for clinics
- Organisation of clients to attend clinics

Research and Development KSF dimension

(audits/surveys as necessary for own work)
 To contribute to research projects/audits/surveys within Quality
the service speciality
Freedom to Act KSF dimension
(guided by clearly defined occupational policies and
procedures)
 Works within well established procedures
 Work is managed rather than supervised
 Uses own initiative to resolve problems of a customer
service or administrative nature within pre-defined limits

STANDARD PARAGRAPHS
To be read in line with relevant Trust Policy

It is the responsibility of each member of staff to maintain confidentiality, in line with the
Trust’s Confidentiality Code of Conduct.

Staff must be aware of and adhere to the provisions of current Health and Safety legislation
and to ensure their own safety and the safety of colleagues, patients and visitors. Staff must
also be aware of the action to be taken in the event of fire and must undertake fire training
annually.

In addition to the Trust’s own responsibilities under the Health Act Code of Practice for the
Prevention of HCAI 2006 for your safety, staff have a personal responsibility to ensure that
their work adheres to this Code in the delivery of safe patient care within the organisation.
This code relates to ALL Trust staff and contractors working within the organisation who are
employed to ensure this level of care is provided.

As an employee you will be trained to ensure adherence and compliance to the various
Infection Control policies within the Trust

Staff are required to receive supervision and an annual Personal Development Review during
which their mandatory, role specific and personal development needs should be identified
and agreed.

Staff should be aware of their individual responsibilities under the Trust’s Equal Opportunities
Policy and ensure that they adhere to the provisions of the policy

Equality and Diversity: staff should recognise, respect and support the diversity of all staff,
colleagues, service users, carers and the public. All staff are expected to contribute to a
working environment which promotes and responds positively to difference and diversity

Staff should ensure that they carry out their duty to safeguard and promote the welfare of
children and young people under the age of 18 years, as issued under section 11 of the
Children Act 2004. The guidelines, policy and procedures of the Trust and Hull and East
Riding Safeguarding Children Boards must be adhered to.

Staff must be aware of their individual professional responsibilities to develop their practice
and deliver care through a Clinical Governance framework (i.e. CPD, Audit, Supervision)

Staff should demonstrate through practice and practical understanding, the importance of the
continual development of individual, team and service wide quality improvement

Staff should abide by relevant codes of professional practice, with the organisation taking
action when codes of conduct are breached.
Staff will be required to work flexibly to meet the needs of the service/organisation, whilst
working within the culture of improving working lives and working time directive
All employees with managerial responsibilities:
 Have a statutory duty to ensure that their staff undertake all relevant safety training in
accordance with the Trust Mandatory Training Policy including fire safety.
 Responsible for the identification and management of clinical/organisational risks
within their area of responsibility through their involvement with a comprehensive risk
assessment, action planning and monitoring process.
 Responsible for appropriate key performance indicators