Job summary
- Main area
- Learning Disabilities - Administration
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Mon-Fri 9 -5pm)
- Job ref
- 346-NYL-010-24
- Employer
- Tees, Esk and Wear Valleys NHS Trust
- Employer type
- NHS
- Site
- Systems House
- Town
- York
- Salary
- £22,816 - £24,336 per annum
- Salary period
- Yearly
- Closing
- 22/05/2024 23:59
Employer heading
Team Administrator
NHS AfC: Band 3
We are the Mental Health & Learning Disability NHS Trust for County Durham and Darlington, Teesside, North Yorkshire, York and Selby.
From education and prevention, to crisis and specialist care —our talented and compassionate teams work in partnership with our patients, communities and partners to help the people of our region feel safe, understood, believed in and cared for.
We nurture the recovery journey of anyone in need of our help. In Our Trust, everyone has a say in how they are supported and treated because we listen to every person in our care until they feel understood. Our patients, their families and carers work together with us towards better mental health.
We’re committed to new thinking that improves the wellbeing of our region. We connect with our communities and partners to get mental health care right, in areas that really need it.
We won’t rest until everyone in our region has the mental health care they need, to lead their best possible life.
Job overview
We are looking for an experienced, self motivated individual to provide administration and secretarial support to our newly formed North Yorkshire and York Learning Disability Intensive Support Team. The IST will be providing enhanced clinical support to our 4 Community Teams based in York, Harrogate, Northallerton and Scarborough when service users need an enhanced level of support or their health and wellbeing is escalating.
As the Team Secretary you will be a key member of the team providing administration and secretarial support to the team of nurses and health care assistants to underpin the clinical work that our colleagues deliver to benefit our service users, carers and their families.
Main duties of the job
To be first point of contact for service users, carers and other colleagues from our community teams, dealing with a range of enquires and taking action where necessary by ensuring that messages are communicated accurately to the relevant personnel and callers are reassured that prompt action will be taken within a given timescale.
Dealing with referrals to the team and taking appropriate action to process and accurately record relevant information on the trusts patient records or data bases following standard work.
Provide a comprehensive secretarial service by processing and storing appropriate correspondence and undertake any general office duties as required e.g printing, copying etc.
Manage diaries as required for members of the clinical team.
Arrange meetings, including booking venues, organising catering, provide administration support to appropriate meetings ensuring that papers are distributed and any other administration follow up actions as required.
Working for our organisation
We are the Mental Health and Learning Disability NHS Trust for County Durham and Darlington, Teeside, North Yorkshire, York and Selby.
From education and prevention, to crisis and specialist care, out talented and compassionate teams work in partnership with our patients, communities and partners to help the people of our region feel safe, understood , believed in and cared for.
We nurture the recovery journey of anyone in need of our help. In our trust, everyone has a say in how they are supported and treated because we listen to every person in our care until they feel understood. Our patients, their families and carers work together with us towards better mental health.
We are committed to new thinking that improves the wellbeing of our region. We connect with our communities and partners to get mental health care right, in areas that really need it.
We won't rest until everyone in our region has the mental health care they need, to lead their best possible life.
Detailed job description and main responsibilities
First point of contact for service users, family and carers, responding to a range of enquiries or concerns over the telephone. This may involved arranging for an interpreter. Service users have a range of mental health conditions and or learning disabilities.
Processes referrals, letters, emails, reports for clinical staff and Team Manager ensuring appropriate action is taken on the trust patient system.
Manages diaries and appointments for clinical staff.
Provides comprehensive secretarial service to clinical staff and Team Manager within the team including any appropriate general office duties as required.
The base will be York, however may require occasional travel within the locality of North Yorkshire.
Due to the nature of the role it is essential that applicants are able to travel independently across the locality and have access to a suitable vehicle for business purposes. If necessary, adjustments can be considered in accordance with the Equality Act 2010.
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.
Person specification
Qualifications
Essential criteria
- Diploma/NVQ Level 3 in Business Administration or equivalent (or willingness to achieve within an agreed timescale)
- ITQ Level 2 or equivalent or willingness to work towards
- Key skills in literacy and numeracy Level 2 or O'Level/GCSE in Maths and English grade c or above
Experience
Essential criteria
- • Significant secretarial/administration experience
Desirable criteria
- • Secretarial/administrative experience in a clinical environment
- • Experience of participation in service and quality improvement initiatives
- • Experience of supervising/training junior administrative staff
- • Experience of handling monies and working within financial guidelines
Knowledge
Essential criteria
- • Comprehensive knowledge of secretarial and administrative procedures and the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines
- • Comprehensive knowledge of Microsoft Office applications (Word, Excel and Outlook)
- • Understanding of confidentiality and the associated legal and policy requirements
Desirable criteria
- • Working knowledge of medical/psychological terminology
Skills
Essential criteria
- • Must be able to copy type and transcribe accurately from audiotape and/or shorthand
- • Must be able to input data accurately/efficiently
- • Must be able to demonstrate good organisational and diary management skills to include co-ordination of meetings and associated duties
- • Must be able to communicate effectively in the English language and demonstrate both verbal and written comprehensive skill
- • Must be able to maintain concentration and attention to detail whilst also dealing effectively with interruptions
- • Must be able to work on own initiative, prioritise work and consistently meet deadlines
- • Depending on work area, supervise staff in a positive manner to facilitate deliver of an effective service
Desirable criteria
- • Touch typing
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
- Tammy Richards
- Job title
- Team Manager
- Email address
- [email protected]
- Telephone number
- 07717542894
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