Job summary
To provide a
secretarial, administrative and clerical support service to Medical and
Clinical Teams within Navigo.
The
post-holder will be responsible for maintaining up to date knowledge on Navigo
policies, process and procedures and working within these at all times.
The post
holder will be pivotal in ensuring an excellent administrative service is
provided within agreed set time restraints and will be responsible for accurate
recording, maintenance and monitoring of the Teams data.
The
post-holder will record and process referral data from Single Point of
Access/relevant health care professionals, as appropriate to the work of the
Team.
The
post-holder will undertake any other general administrative duties within the
requirements of the Team.
The
post-holder will undertake diary management to the clinical and medical team
and any other relevant duties required from time to time as requested by
Management which correspond to the general character of the post.
Main duties of the job
1.To provide
a full, effective and efficient administrative and secretarial support service
to all staff within the Clinical Team co-coordinating ad hoc daily administration
tasks to ensure the effective and efficient running of the service
2.To
audio/copy type and format correspondence following Outpatient Appointments and
Domiciliary Visits ensuring timescales are met and information is saved
accurately on the electronic system.
3.Work
closely with Inpatient Secretary in assisting with administrative work relating
to inpatient admissions and discharges meeting set timescales as required by
area of service.
4.Will
support the day to day diary management of Clinical and Medical Team Members.
5.To
audio/copy type and format of all reports, letters, assessments, reviews, care
plans, discharges etc as pertinent to the work of the Team within set
timescales ensuring clinical coding as appropriate and accurate saving to the
electronic system.
Please see attached Job Description for full details.
About us
Hello!
Were Navigo. We look after North East Lincolnshire's mental
health and well-being. Were an award-winning social enterprise that provides
mental health services to the NHS and beyond.
The whole basis of our work is
to deliver services that we would be happy for our own family to use.
We offer a range of mental
health services, including acute and community facilities - as well as
specialist support such as outstanding older adults inpatient services, rehabilitation
and recovery community mental health and an outstanding specialist eating
disorder facility.
Ranked as one of the top UK
companies to work for, we featured in the Best Companies top 100 large company
list and were named sixth best health and social care company 2023.
As a social enterprise, we do
things a little bit differently and have also developed income-generating
commercially-viable businesses that provide training, education and employment
opportunities including Grimsby Garden
Centre and two cafes.
Working at Navigo isn't like
working anywhere else. Lots of places say that, but we really mean it.
We like to work with
forward-thinking people who want to make a difference.
Come join us!
Job description
Job responsibilities
The Inpatient
Secretary will provide an administrative support service to the Acute Inpatient clinical
areas within Navigo. The post-holder
will receive, record and process referral, admission and discharge information,
maintaining service user records are up to date at all times. They will be responsible for arranging and
minute taking at various clinical and non-clinical meetings.
One of the
main duties for this role is to support with creating staff rota's and making rota
changes for the clinical staff on the ward, which can be fast paced and a busy
part of the daily duties of the secretary.
The
post-holder will be responsible for maintaining up to date knowledge on Navigo
policies, process and procedures and working within these at all times.
The
post holder will be pivotal in ensuring an excellent administrative service is
provided within agreed set time restraints and will be responsible for accuracy
of their work.
Job description
Job responsibilities
The Inpatient
Secretary will provide an administrative support service to the Acute Inpatient clinical
areas within Navigo. The post-holder
will receive, record and process referral, admission and discharge information,
maintaining service user records are up to date at all times. They will be responsible for arranging and
minute taking at various clinical and non-clinical meetings.
One of the
main duties for this role is to support with creating staff rota's and making rota
changes for the clinical staff on the ward, which can be fast paced and a busy
part of the daily duties of the secretary.
The
post-holder will be responsible for maintaining up to date knowledge on Navigo
policies, process and procedures and working within these at all times.
The
post holder will be pivotal in ensuring an excellent administrative service is
provided within agreed set time restraints and will be responsible for accuracy
of their work.
Person Specification
Skills & Attributes
Essential
- Ability to communicate at all levels
- Excellent customer service skills with the experience and ability to deal with telephone enquiries from other Agencies, Service Users, their families and carers as well as Mental Health professionals
- Ability to minute complex clinical meetings (roles at Band 3 and above)
- Diary management skills
- Proven audio typing skills
- Confident and approachable
- Adaptable and flexible in approach to working practice
- Initiative and proactive approach
- Ability to work under pressure
- Excellent IT skills Word, Excel, Powerpoint & Outlook
- Active and effective team member
- Willingness to undertake further training as required
Desirable
- Ability to deal with stressful situations and clients
- Fire Warden trained or willing to work towards if required by area of service
- First Aid trained or willing to work towards if required by area of service
- Proof Reading trained
- Clinical Coding trained (if required by area of service)
- AMSPAR trained (if required for role)
- ECDL trained
- Medical Terminology trained
Additional Criteria
Essential
- Understands the need for confidentiality
- Understanding of client group
Desirable
- Knowledge of mental health services
- Working knowledge of CPA
- Knowledge of hospital administration systems
- Previous customer service role
Qualifications
Essential
- Educated to GCSE level grade A to C or equivalent including Mathematics and English Language
- RSA/OCR Grade 3 Typing/Word Processing standard
Desirable
Experience
Essential
- Team Working
- Maintaining databases and spreadsheets
Desirable
- Previous NHS secretarial/ administrative experience and knowledge of hospital administration procedures
- Experience/willingness to undertake training in use of electronic systems
- Experience of working in a team
Person Specification
Skills & Attributes
Essential
- Ability to communicate at all levels
- Excellent customer service skills with the experience and ability to deal with telephone enquiries from other Agencies, Service Users, their families and carers as well as Mental Health professionals
- Ability to minute complex clinical meetings (roles at Band 3 and above)
- Diary management skills
- Proven audio typing skills
- Confident and approachable
- Adaptable and flexible in approach to working practice
- Initiative and proactive approach
- Ability to work under pressure
- Excellent IT skills Word, Excel, Powerpoint & Outlook
- Active and effective team member
- Willingness to undertake further training as required
Desirable
- Ability to deal with stressful situations and clients
- Fire Warden trained or willing to work towards if required by area of service
- First Aid trained or willing to work towards if required by area of service
- Proof Reading trained
- Clinical Coding trained (if required by area of service)
- AMSPAR trained (if required for role)
- ECDL trained
- Medical Terminology trained
Additional Criteria
Essential
- Understands the need for confidentiality
- Understanding of client group
Desirable
- Knowledge of mental health services
- Working knowledge of CPA
- Knowledge of hospital administration systems
- Previous customer service role
Qualifications
Essential
- Educated to GCSE level grade A to C or equivalent including Mathematics and English Language
- RSA/OCR Grade 3 Typing/Word Processing standard
Desirable
Experience
Essential
- Team Working
- Maintaining databases and spreadsheets
Desirable
- Previous NHS secretarial/ administrative experience and knowledge of hospital administration procedures
- Experience/willingness to undertake training in use of electronic systems
- Experience of working in a team
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
