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Job summary

Main area
Administration
Grade
NHS AfC: Band 3
Contract
Permanent
Hours
  • Full time
  • Part time
37.5 hours per week (and 30 hours per week)
Job ref
354-AC-20975
Employer
Sussex Partnership NHS FoundationTrust
Employer type
NHS
Site
Chanctonbury Building
Town
Worthing
Salary
£22,816 - £24,336 per annum/pro rata for part time
Salary period
Yearly
Closing
01/05/2024 23:59

Employer heading

Sussex Partnership NHS FoundationTrust logo

Team Secretary

NHS AfC: Band 3

Welcome from our Chief Executive

Our organisation is expanding and we're looking for people with the right values, skills and/or potential to join us. We need people with energy, expertise, enthusiasm to help us provide the very best possible specialist NHS mental health and learning disability care. This involves helping us achieve our strategy to improve the quality of life for the communities we serve through People, Prevention and Partnerships.

So what can we offer you in return?

We're an organisation which puts people first. We'll do everything possible to help you feel respected, valued and included. We'll help you learn, acquire new skills and gain further experience to support your career development. And we'll provide the opportunity for you to bring your fresh ideas to work about how we can do things differently and continue improving.

You will also be joining a health and care system committed to working together to do the best we can for the communities we serve. Above all, at Sussex Partnership you'll have the chance to make a difference to the lives of the patients, carers and families across our communities.

As a Trust we are committed in making a difference. Your development is important to us, so don't forget to ask us during interview what opportunities we can offer. We can offer fully funded lifelong learning opportunities such as an apprenticeship from GCSE to Masters level.

If you like the sound of that, then come and join our team.

Job overview

An excellent opportunity has arisen within the Assessment & Treatment Service for Adur, Arun and Worthing. 

We are looking for a well-organised, efficient administrator to be an effective member of the team.  The role includes typing of medical correspondence and other general administration tasks as well as occasional reception duties.

It is a busy role with a varied workload and therefore we are seeking an individual who is able to work independently and is enthusiastic, flexible and creative in their approach.  Preferably you will have experience in a medical setting or have administration experience elsewhere. You will have RSA II or relevant experience that you can demonstrate in audio/copy typing, have good communication skills and be able to organise your workload and time effectively.

The successful candidate must be proficient in the use of Microsoft Office including Outlook, Word and Excel.

Main duties of the job

Based at our Swandean site in Worthing you will work as part of a multi-disciplinary team providing a full secretarial service including:

  • Providing a comprehensive, high quality secretarial service to doctors and clinicians.
  • Organising client appointments, updating calendars, booking interpreters as necessary.
  • Dealing sensitively with people, both on the telephone and in person, taking accurate messages and relaying them to the appropriate people and/or taking follow up action as required using appropriate initiative.
  • Providing reception cover for visitors at our other team bases as required.

Working for our organisation

The Assessment and Treatment Service, Adur Arun & Worthing provides a Monday to Friday, 9am to 5pm service for people experiencing mental health difficulties in the community in partnership with a wide range of health services.

The successful candidate will be joining a team of 16 administration colleagues who are committed to delivering an effective administration service.

 

Detailed job description and main responsibilities

Typing of clinical correspondence as appropriate and other correspondence including audio dictation. Prioritising work according to changing demands.

Managing clinics by booking new and follow up appointments. Making clinic changes as required to accommodate leaves and sickness. Amending appointments as requested by patients.

To ensure that filing/scanning is carried out on a regular basis.

To maintain good communication with the clinical team, as well as patients and members of the public.

Dealing with telephone enquiries from patients, relatives, GPs and other departments within the Trust and other hospitals. To liaise with internal and external professionals and departments and the general public as and when required, in a friendly, professional and courteous manner.

To liaise with other secretarial staff, particularly within the same directorate.

To deal with general enquiries in an appropriate and sensitive manner as efficiently as possible either in person, over the telephone or in writing from staff, patients and the general public

Person specification

Qualifications

Essential criteria
  • NVQ 3 or equivalent
  • RSA 3 or equivalent experience and evidence of further practical experience or equivalent
  • Good standard of secondary education; GCSE at Grade C or above or equivalent

Knowledge/Experience

Essential criteria
  • Proven experience of a range of secretarial procedures
  • Experience of producing documents to a high standard of presentation with good accuracy
  • Experience of maintaining office systems
  • Experience of working as part of a team

Employer certification / accreditation badges

Apprenticeships logoNo smoking policyDisability confident leaderDefence Employer Recognition Scheme (ERS) - BronzeCare quality commission - GoodArmed Forces Covenant Gold AwardStep into health

Applicant requirements

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Name
Helen Garrett
Job title
Admin Team Lead
Email address
[email protected]
Telephone number
03003040055
Additional information

Teresa Williams, Administrator

Email: [email protected]

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