Job overview

The role provides comprehensive, professional, and effective secretarial and administrative support to the Inpatient Forensic Service.

Working in collaboration with the nursing management team, you will be responsible for ensuring safe and effective staff rostering. This includes managing daily roster adjustments, sourcing temporary staff, and maintaining safe staffing levels across the unit.

Occasionally, you may be asked to support the wider team with administrative tasks such as arranging meetings, taking minutes, maintaining records, and assisting your manager with recruitment-related activities and new staff inductions. The role also involves mentoring and supporting junior staff where appropriate.

You will be expected to work autonomously, managing and prioritizing your own workload while adhering to established policies and procedures.

This is a dynamic and varied role that requires strong interpersonal skills. As you will be engaging with nursing staff and other disciplines, you must demonstrate tact, sound judgment, and maintain a calm, friendly, and efficient manner.

The ideal candidate will be capable of working independently and handling all responsibilities with a high level of confidentiality.

Main duties of the job

• Manage HealthRoster to ensure adequate staffing across wards and receptions, maintaining safe working levels and monitor compliance with the Working Time Directive.
• Release staff for training and organize training dates, monitoring training completion and update HealthRoster accordingly.
• Process availability and booking requests using the HealthRoster Bank system, liaising with service management regarding skill mix in wards/units.
• Assist with recruitment of new Bank staff.
• Type team letters for managers and clinicians.
• Transcribe and distribute meeting minutes.
• Follow up on updates and outcomes as needed.
• Maintain and analyze records and spreadsheets.
• Communicate routine and complex administrative information internally and externally.
• Mentor and support lower banded staff.
• Provide advice, instruction, and training to motivate the team.
• Organize events, conferences, and large meetings.
• Provide cover for other administrators when required.
• Keep skills updated and attend mandatory training.

Working for our organisation

Hertfordshire Partnership University NHS Foundation Trust (HPFT) is an outstanding organisation with ambitions to match. We are one of just five mental health trusts to achieve an overall rating of ‘Outstanding’ from the Care Quality Commission, and our aim is to be the leading provider of mental health and specialist learning disability services in the country.

Our family of over 4000 members of staff provide health and social care for over 400,000 people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, and Norfolk, delivering these services within the community and several inpatient settings. We also deliver a range of nationally commissioned specialist services including Tier 4 services for children and young people, perinatal services, plus medium and low secure learning disabilities services.

The care we provide makes a fantastic difference to the lives of our service users, their families and carers - everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:

Our Trust values are:

Welcoming. Kind. Positive. Respectful. Professional.

These values are at the core of who we are, everything we do, and how we do it!

Would you like to be part of the HPFT family? Would you like work with us to ensure our service users live the fullest lives possible they can? Would you like to be supported in your career to be the best that you can be?