Job summary
- Main area
- Clinical Team Secretary
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Part time - 30 hours per week (9am - 5pm - Monday - Thursday)
- Job ref
- 186-752-24-MH
- Employer
- Nottinghamshire Healthcare NHS Foundation Trust
- Employer type
- NHS
- Site
- Nottinghamshire Healthcare NHS Trust
- Town
- Nottingham
- Salary
- £22,816 - £24,336 per annum pro rota
- Salary period
- Yearly
- Closing
- 30/06/2024 23:59
Employer heading
Clinical Team Secretary
Band 3
Job overview
The Nottingham Psychotherapy Unit is part of the Psychological Therapies Service, with several teams across Nottinghamshire. We work with people experiencing issues such as severe anxiety, depression, post-traumatic stress disorder, obsessive-compulsive disorder, complex trauma etc, in a number of different ways.
The responsibilities for this vacancy are wide ranging and varied, dealing with queries from GP practices, patients and our Local Mental Health Teams. The post requires an experienced secretary with the skills and qualifications to meet the needs of the role. It would be suitable for someone who has a high attention to detail and can work within a team as well as on their own and has the ability to prioritise. You will be processing referrals to our service, supporting clinicians with all aspects of administration for the effective running of the service, clinical letters, handling incoming and outgoing calls, attending and taking minutes, organising appointments, responding to email enquiries, processing patient prescriptions and supporting the service reception; greeting patients and ensuring that their experience is welcoming.
Main duties of the job
To work as part of a small administrative team. Provide cover in the absence of colleagues and where service demands, this may include cover at other sites.
To undertake office duties including diary management and message management, opening and distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, typing of documents, clinical letters and appointments. Photocopying, collating of documents and electronic filing as well as general administration support services.
Working for our organisation
#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons
We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.
The health and wellbeing of our colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.
The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment
Detailed job description and main responsibilities
To carry out all aspects of secretarial/administrative and reception support.
Produce high quality reports within agreed deadlines, as required.
To undertake office duties including diary management and message management, opening & distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents and electronic filing, as well as general administration support services. To deal with requests and enquiries and forward them to the relevant team member.
Maintain and update waiting lists on Trust database.
Facilitate meetings/investigations/disciplinaries including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking.
To be able to work flexibly and provide cover which may include the requirements to travel to different sites.
To collect and maintain accurate team information with regards to training undertaken 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.
Responsible for ensuring that accurate work is completed within the time limits and standards set.
To work effectively both independently and as a team member.
Responsible for own Mandatory Training requirements.
To ensure medical records are filed in line with Information Governance procedures.
Resolve or signpost queries from patients, carers, internal departments and external agencies as appropriate.
To ensure patient referrals are processed and to timely input, update, maintain information and resolve queries on the patient database.
To ensure patient's notes are pulled, requested and tracked in a timely manner in preparation for the clinics and ensure any follow-ups/appointments are actioned.
To undertake any other duties that would be a reasonable expectation of the role.
Please note that this post does not meet the pay 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. 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 likeilood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa
Person specification
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
Qualifications
Essential criteria
- Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience
- Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience
Desirable criteria
- Audio typing
- Medical terminology
- ECDL
Values and Behaviours
Essential criteria
- All colleagues are expected to demonstrate 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 (EDI) and how it applies to their role. The Trust’s expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation
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
Contractual Requirements
Essential criteria
- Ability to travel between venues
Skills
Essential criteria
- Excellent interpersonal/communication skills, including excellent written and verbal skills
- Administrative skills
- Excellent telephone manner
- Examples given of teamwork
- Good interpersonal skills
- Good numeracy and literacy skills
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
- Joanne Lee
- Job title
- Admin Team Lead
- Email address
- [email protected]
- Telephone number
- 0115 8440547
If you have problems applying, contact
- Address
-
Duncan Macmillan House
Porchester Road
Mapperley
Nottingham
Nottinghamshire
NG3 6AA
- Telephone
- 0115 9691300
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