Job summary
- Main area
- Administration
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Part time - 30 hours per week
- Job ref
- 186-486-24-MH
- Employer
- Nottinghamshire Healthcare NHS Foundation Trust
- Employer type
- NHS
- Site
- 68 Portland Street
- Town
- Nottinghamshire
- Salary
- £22,816 - £24,336 per annum (pro rata for part time)
- Salary period
- Yearly
- Closing
- 08/05/2024 23:59
Employer heading
Clinical Team Secretary
Band 3
Job overview
The Intellectual Disability Team are looking to recruit an experienced Clinical Team Secretary. You will be joining a friendly, dynamic and professional multi-disciplinary team. We work with parents and carers, schools, health professionals, social care and short break providers, and offer tailored advice and strategies for each young person. Our main base is at 68 Portland Street, Kirkby in Ashfield and we also hold clinics across the county and city.
This role requires an experienced secretary to provide an efficient and comprehensive secretarial service to support the multi disciplinary team. The role would suit someone who is highly motivated, able to work on their own initiative and has a flexible and adaptable approach with excellent multi-tasking abilities. As part of your induction and development, you will be trained to support our colleagues in the ID Team.
Our core business hours are 9.00am to 5.00pm Monday to Friday. Although the post is advertised as full time, consideration can be given to part time / job share if this meets the needs of the service. Our admin team are currently working a mix of office base / work from home however during the induction and training period it will be helpful for all hours to be based within the office.
Main duties of the job
Clear and effective communication skills
Flexible approach to working practices
Ability to prioritise workload
Time management skills
Ability to work without direction supervision
Ability to communicate with clients, carers, staff and visitors in an appropriate manner
Flexibility to cover admin colleagues
Excellent telephone manner
Ability to follow instruction and guidelines
Knowledge of Confidentiality and the Data Protection Act
Ability to demonstrate an understanding of Equality and Diversity principles
Experience of working with databases, Microsoft Office, audio typing, minute taking.
Previous secretarial / administration experience
Please note that this post may not meet the pay and skill level required for a Skilled worker visa
Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa and also does not appear on the shortage occupation list for healthcare and education. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.
Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa
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
To provide efficient administrative and secretarial services to include the typing of letters and reports ensuring accuracy and a high standard of presentation.
General office duties which will include answering the telephone, taking messages, photocopying, dealing with post, electronic filing, scanning, uploading and associated duties in an efficient and timely manner.
Processing patient referrals and arranging initial assessments which will include liaison with patients and their families.
To maintain communication links between Consultants, other members of the multi-disciplinary team and other agencies involved in the care of the patient.
When required, to act as a first point of contact for clients and visitors to the site, offering an efficient and welcoming reception service.
To deal with patient queries in an appropriate, sensitive, confidential and timely manner.
Assist the Admin Lead and Clinical Team in adhering to performance targets by the retrieval of data from the Trusts reporting system.
Operation of the Petty Cash System in line with Standing Financial Instructions.
Ensure that efficient systems are in place regarding the requisitioning, issuing and monitoring of stationery, equipment and furniture from stock / non stock suppliers in line with Standing Financial Instructions.
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.
Person specification
Qualifications - Academic & Professional
Essential criteria
- 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
Desirable criteria
- Medical Terminology
- Audio typing
- ECDL
Experience
Essential criteria
- Scheduling/ Diary Management
- Minute Taking
- Experience of working in a customer-facing role
- High Level Microsoft Office software
- Previous experience of working in an office environment
- Ability to work as an effective team member
Desirable criteria
- Experience of working within the NHS
- Knowledge of Patient Information Systems
Skills
Essential criteria
- Excellent interpersonal/communication skills, including excellent written and oral skills.
- Administrative skills
- Excellent telephone manner
- Good interpersonal skills
- Good numeracy and literacy skills
- Numerate
Values & Behaviours
Essential criteria
- All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
- All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion as identified within the Trust’s Equality and Diversity Policy and associated Equality, Diversity and Human Rights legislation
Training
Essential criteria
- Microsoft Office i.e Database, Excel, Word, Powerpoint
- Minute taking
Knowledge
Essential criteria
- Computer literacy including Word, Excel, Outlook, Database
- Maintain electronic records/information on computer
Contractual Requirements
Essential criteria
- Ability to travel between venues
- Requirement to complete Mandatory Training
Physical requirements
Essential criteria
- Requirement for sitting in a restricted position for a substantial proportion of the working time
- There is a frequent requirement to set up meeting/training rooms
Employer certification / accreditation badges
Applicant requirements
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
- Laura Deane or Levi Tate
- Job title
- Admin Lead
- Email address
- [email protected]
- Telephone number
- 01159691300
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