Job summary
Employer heading
Clinical Team Secretary
Band 3
Job overview
To work as part of a team providing secretarial, clerical and administrative support to the Psychological Therapies Services.
Applicants must be IT literate and proficient in Microsoft Word and Excel, highly organised and be able to consistently demonstrate high levels of accuracy and attention to detail, work well with others and enjoy working without supervision and as part of a team, as well as highly organised. You should have a passion for providing a quality service and a track record of adding value to a workplace.
Main duties of the job
Provide an efficient secretarial/administration/reception support service.
Produce high quality reports within agreed deadlines, as required.
To undertake office duties including diary management/message management, opening, and distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents, working with other departments across the Trust, audio/copy typing, appointment/clinical assessment and discharge letters, scheduling meetings, dealing with queries, co-ordinating information, liaising with various departments across the Trust, maintaining data, including waiting lists, systems, appointments photocopying/scanning, collating of documents, producing and circulating agendas, accurate minute taking and electronic filing, as well as general administration support services. To deal with requests and enquiries and forward them to the relevant team member.
To be able to work flexibly and provide cover which may include the requirement to travel to different sites.
To collect and maintain accurate team information with regards to training undertaken, Clinical Supervision and any other database.
To monitor and order stock and non-stock items, as required.
Booking courses, accommodation, and travel requests, as and when required.
To manage, update and maintain diary schedules, ensuring that conflicting and amended appointments are actioned appropriately.
Working for our organisation
Nottinghamshire Healthcare employs over 10,000 colleagues who help #MakeADifference every day. We provide intellectual disability, mental health, community health, forensic and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire and South Yorkshire. Care is delivered from over 120 sites within the community from acute settings and across low, medium and high secure environments including prisons.
As one of the largest mental health and community trusts in the East Midlands and one of the biggest employers in Nottinghamshire. We are also home to national and regional services such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We are committed to flexible and agile working, including the opportunity to join our bank.
Your health and wellbeing is our priority and as such we invest significantly in this via our in-house Occupational Health Service, Staff Counselling Service and Health and Wellbeing Team.
We offer a number of employee-led staff networks, including Equality, Diversity and Inclusion (EDI) groups, our Green Champions Network, Freedom to Speak Up Network. Health and Wellbeing Champions Network and Menopause Champions. We provide care to a diverse range of communities and are passionate about supporting diversity and inclusion in the Trust.
If you believe in our values of Trust, Honesty, Respect, Compassion and Teamwork, then we would love to hear from you!
#TeamNottsHC
Detailed job description and main responsibilities
Please note this post does not meet salary and or skill level required for a Skilled Worker Visa.
The ideal candidate must be confident and have excellent communication skills. It is paramount that the candidate has the ability to multitask in this very busy demanding role.
You must have knowledge of Microsoft packages including Outlook and Word to be able to format letters in a timely manner. Providing a full secretarial, electronic diary management service to medical consultants.
The ideal candidate must be able to work confidently within a multi disciplinary team of nurses, consultants and support workers. With minimal audio typing the role will be mainly letterising GP letters from our Rio system. As a Team Clinical Secretary, you must have an excellent telephone manner when responding to demanding and sometimes distressing calls from our service users.
The Clinical Team Secretary must be able to assist the Admin Lead and Clinical Team in adhering to performance targets by the retrieval of data from the Trusts reporting system.
To cover in the absence of other admin colleagues.
To undertake any other duties which may reasonably be regarded as within the nature of the duties and responsibilities / grade of the post as defined, subject to the proviso that normally any changes of a permanent nature shall be incorporated into the job description in specific terms.
Typing/Word processing qualification to RSA/OCR III standard or equivalent level of experience.
Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience
Be proficient in the use of IT systems including Microsoft Office – Excel, Outlook, Word, Database & internal systems including Patient and staff Information systems
Good general education including English Language and Maths to GCSE or equivalent
Accurate minute taking skills
Ability to meet deadlines
Ability to work on own initiative
Excellent organisational skills
Team player
Understanding of data protection and maintaining strict confidentiality
Excellent communication skills
Excellent telephone manner
Experience of working in a customer-facing role
Experience of working in a busy environment
Person specification
Experience and qualifications
Essential criteria
- Previous secretarial experience
- Knowledge of Excel and other computer packages
- Excellent telephone manner
- Examples of working within a team
- Diary Management Experience
- Organisational Skills
Desirable criteria
- Experience of working within the NHS
- Knowledge of Patient Information Systems
Experience
Essential criteria
- Diary Management
Experience and qualifications
Essential criteria
- Organisational Skills
- Secretarial Experience
- Excellent telephone manner
- Working within a team
Desirable criteria
- Experience of working within the NHS
- Ability to work alone using initiative as and when required
Applicant requirements
You must have appropriate UK professional registration.
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Joanne Lee
- Job title
- Admin Team Lead
- Email address
- [email protected]
- Telephone number
- 07887219651
If you have problems applying, contact
- Address
-
Duncan Macmillan House
Porchester Road
Mapperley
Nottingham
Nottinghamshire
NG3 6AA
- Telephone
- 0115 9691300
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