Job summary
Employer heading
Clinical Team Secretary
Band 3
Job overview
The post holder will be based at Ashfield LMHT at The Millfields Centre on Blossomwood site.
Applicants should be an experienced Secretary, who is able to provide an excellent, confidential and efficient service, to support the Consults, Clinicians and Medics within the Ashfield and Newark & Sherwood LMHT area.
Under the supervision of the Admin Team Leader, you will be responsible for ensuring that accurate work is completed within the time limits, framework and standards set. You will work as part of a local administrative team comprising of Medical Secretaries, Team Secretary and Administrators and will provide cover in the absence of colleagues and where service demands, this may include additional cover at other sites. You will be expected to work within the provisions of the Trust Health and Safety Policy.
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 likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa
Main duties of the job
Provide an efficient secretarial/administration/reception support service.
Produce high quality reports and clinic letters (by dictations or typing from notes) within agreed deadlines, as required.
To undertake office duties including diary management and message management, opening and distributing mail, dealing with telephone calls and enquiries, production of documents, typing and audio typing, photocopying, collating 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.
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 requirement to travel to different sites.
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
Provide an efficient secretarial/administration/reception support service.
Produce high quality reports and clinic letters (by dictations or typing from notes) within agreed deadlines, as required.
To undertake office duties including diary management and message management, opening and distributing mail, dealing with telephone calls and enquiries, production of documents, typing and audio typing, photocopying, collating 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.
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 requirement to travel to different sites.
To collect and maintain accurate team information with regards to training undertaken, Clinical Supervision 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 provide administration support for the outpatient clinic junior doctor rotations.
To ensure patients’ 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.
Person specification
Training
Essential criteria
- Microsoft Office; including Excel, Word and PowerPoint
- Minute taking
Experience
Essential criteria
- Diary management / scheduling
- Minute taking
- 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
Knowledge
Essential criteria
- Computer literacy including Word, Excel, Outlook, Database
Skills
Essential criteria
- Excellent interpersonal/communication skills, including excellent written and oral skills.
- Excellent telephone manner
- Good interpersonal skills
- Good numeracy and literacy skills
- Numerate
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
Qualifications
Essential criteria
- Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience
- Word Processing
Desirable criteria
- ECDL
- Medical terminology
- Audio typing
Values & Behaviours
Essential criteria
- All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare Foundation Trust Values - Trust Honesty Respect Compassion Teamwork.
- All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity & Inclusion (EDI) and how it applies to their role.
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 Parkin
- Job title
- Admin Team Leader
- Email address
- [email protected]
- Telephone number
- 07768 926934
- Additional information
Hayley Gorner - Admin Support Manager
If you have problems applying, contact
- Address
-
Duncan Macmillan House
Porchester Road
Mapperley
Nottingham
Nottinghamshire
NG3 6AA
- Telephone
- 0115 667 0364 - Corporate/Mental Health Services
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