Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Part time - 22.5 hours per week
- Job ref
- 367-LD&F-9567
- Employer
- Hertfordshire Partnership NHS Foundation Trust
- Employer type
- NHS
- Site
- St Pauls
- Town
- Hemel Hempstead
- Salary
- £28,860 - £31,671 Per annum, Pro rata (5% HCAS Included)
- Salary period
- Yearly
- Closing
- 05/08/2025 23:59
Employer heading
Medical Secretary
NHS AfC: Band 4
Values Based Screener
At Hertfordshire Partnership Foundation Trust we are looking for people to join us who share our values and those of the NHS. Before your application can be considered please take part on our online values questionnaire, which you can find below. When you have finished you will be sent a 'completion code' by email, which will be valid for 6 months and required to submit your application form.
http://hpft.recruitforvalues.co
Job overview
The post holder will be responsible for providing administrative support to staff based in multiple locations, as well as working closely with other members of the administration team to ensure a professional, comprehensive and consistent admin service. Often, as the first point of contact for Service Users Carers and external organizations the post holder is responsible for conveying the correct impression for the whole of the Trust.
The post requires working autonomously, prioritizing your own workload whilst following established policies and procedures. Familiarity with MOJ, Courts, MAPPA, Solicitor firms, instructing courts to get CVP links, CTR and CPA processes, NHSE Case Manager and arranging Teams meetings is required.
Main duties of the job
Key duties include - supporting the clinicians and other professions with administrative tasks such as scheduling clinics and Service User appointments and meetings. Service User letter writing and minute taking of clinical meetings and maintaining records. The post includes supporting and mentoring of lower banded staff.
Working for our organisation
Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of ‘Outstanding’ from the Care Quality Commission.
Our family of over 4,500 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Welcoming. Kind. Positive. Respectful. Professional.
Detailed job description and main responsibilities
Duties and Responsibilities
Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology used by the team
To be highly skilled and experienced in the full range of administrative work practices, software programmes and specialist functional terms
To be familiar with all aspects of diary management, arranging meetings and taking notes as required
To use proficient internet skills to access, search and retrieve data relevant to the team
To use touch typing and audio skills as necessary in daily work
To maintain essential data on EPR
To use knowledge and experience to meet the needs of the team by completing non routine tasks
To update skills as necessary and attend mandatory training
To provide mentorship to lower banded roles where appropriate
To provide cover for other administrators in a similar role and to those of a lower band where appropriate
Provide and receive routine information, to inform work colleagues, patients, clients.
Provide and receive routine information requiring tact or persuasive skills, considering barriers to understanding. Eg. anxious patients, cultural differences, language or communication difficulties.
Dealing with telephone queries, checking clerical, patient information with clerical staff and patients.
Communicating routine information verbally and in writing, with patients and staff on, for example discharge, admission, transfer.
Provide information to staff from other departments, external contacts.
Provide and receive complex or sensitive information.
Maintains working relationships with own and other departments.
Person specification
Qualifications
Essential criteria
- Educated to Secondary Level with GCSE qualifications or equivalent
- NVQ3/RSA3 or equivalent experience
- Willingness to complete apprenticeship or other appropriate training / qualification pertain to the role
Desirable criteria
- Communications skills / Leadership training
- European Computer Driving Licence or equivalent
Experience
Essential criteria
- Extensive experience of working in an office environment
- Knowledge of secretarial or administrative procedures and systems, some of which are non-routine and non-routine activities such as answering queries, progress chasing, taskrelated problem solving, acquired through experience
- Range of work procedures and practices; base level of theoretical knowledge
- Knowledge and experience to deal with nonroutine issues such as problem solving for an area of work or developing alternative or additional procedure
- Knowledge of specialist functional / medical/legal terms, organisational policies and procedures
Employer certification / accreditation badges
Applicant requirements
This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Karen Mills
- Job title
- Interim Service Line Lead
- Email address
- [email protected]
- Telephone number
- 07733110506
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