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Job summary

Main area
Administration
Grade
Band 4
Contract
Permanent
Hours
Full time - 37.5 hours per week (Monday to Friday, 09.00 - 17.00)
Job ref
346-NYA-106-24
Employer
Tees, Esk and Wear Valleys NHS Trust
Employer type
NHS
Site
Huntington House
Town
York
Salary
£25,147 - £27,596 per annum
Salary period
Yearly
Closing
04/07/2024 23:59

Employer heading

Tees, Esk and Wear Valleys NHS Trust logo

Medical Secretary/Admin Lead

Band 4

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 a Medical Secretary/Admin lead to join the Access to Mental Wellbeing Team. 

The position is to provide a full secretarial service to a Consultant Psychiatrist within the team as well as providing leadership and guidance for the administrative team within the service.  The post holder will work closely with the Team Manager, Service Manager and wider leadership team in a collective leadership set, to support the team's activity and progression.

Main duties of the job

You will be required to support and maintain standard systems and processes set out by the service and Trust. The successful candidate will need to have excellent IT and organisational skills. The ability to prioritise workload, work under pressure to meet deadlines and demonstrate a flexible, motivated attitude to work will also be essential. Excellent interpersonal and communication skills at all levels are required.

Previous Medical Secretarial/Clinical Secretarial/Personal Assistant experience is essential.  A minute taking qualification or experience is desirable. It is expected that applicants can evidence a good standard of general education and sound IT knowledge and experience, with competency in all Microsoft Office Applications being essential. 

Applicants should either hold a BTEC Diploma/Level 3 Diploma in Team Leader/Supervisor or equivalent (i.e. NVQ in Business Administration/RSA Level 3) or equivalent knowledge gained through relevant work experience plus a willingness to work towards the Diploma in Team Leader/Supervisor within an agreed timescale.  An IT qualification (i.e. ITQ Level 2/ECDL/RSA/CLAIT) or equivalent knowledge gained through relevant work experience and key skills/functional skills in literacy and numeracy Level 2 or O’Level (Grade C and above)/New GCSE in Maths and English (level 4-9).

Working for our organisation

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.

 

Detailed job description and main responsibilities

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
  • EITHER: BTEC Diploma/Level 3 Diploma in Team Leader/Supervisor or equivalent (ie NVQ in Business Administration/RSA Level 3) or equivalent knowledge gained through relevant work experience plus a willingness to work towards the Diploma in Team Leader/Supervisor within an agreed timescale
  • ITQ Level 2/ECDL/RSA/CLAIT) or equivalent knowledge gained through relevant work experience
  • Key skills/functional skills in literacy and numeracy Level 2 or O'Level (Grade C or above)/New GCSE in Maths and English (Grade 4 to 9)
Desirable criteria
  • Digital dictation or audio-typing qualification
  • IT Digital Training or willingness to complete

Experience

Essential criteria
  • Significant secretarial experience in a clinical environment.
  • Experience of participation in service and quality improvement initiatives
  • Where applicable, experience of supervising/training junior administrative staff
Desirable criteria
  • Within a clinical environment

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 all Microsoft Office applications.
  • Working knowledge of medical/psychological terminology
Desirable criteria
  • Working knowledge of medical/psychological terminology

Skills

Essential criteria
  • Copy type and transcribe accurately from audiotape and/or shorthand.
  • Demonstrate good organisational and diary management skills to include co-ordination of meetings and associated duties
  • Communicate effectively in the English language and demonstrate both verbal and written comprehension skill
  • Work on own initiative, prioritise work and consistently meet deadlines
  • Depending on work area, lead, motivate and manage staff in a positive manner to facilitate delivery of an effective service

Employer certification / accreditation badges

We are a Living Wage EmployerApprenticeships logoNo smoking policyPositive about disabled peopleAge positiveImproving working livesMindful employer.  Being positive about mental health.Disability confident employer

Applicant requirements

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Documents to download

Apply online now

Further details / informal visits contact

Name
Helen James
Job title
Team Manager
Email address
[email protected]
Telephone number
01904 526566
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