Clinical Team Secretary

Job description

Job responsibilities

The Inpatient Secretary will be to provide a secretarial, administrative and clerical support service to the Clinical Acute Inpatient 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.

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 diary management to the clinical and medical team and will undertake any other general administrative duties within the requirements of the Team.

The post-holder will undertake any other relevant duties required from time to time as requested by Management which correspond to the general character of the post and is commensurate with the level of responsibility.

MAIN DUTIES / RESPONSIBILITIES:

To provide a full, effective and efficient administrative and secretarial support service to all staff within the Clinical Team co-ordinating adhoc daily administration tasks to ensure the effective and efficient running of the service

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.

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.

Will support the day-to-day diary management of Clinical and Medical Team Members.

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.

Assist in cover of aspects of the role of the Admin Team Lead as and when requested/required.

To work within set processes and guidelines to maintain efficient, accurate and confidential record systems.

To assist in overseeing work on a day-to-day basis of any bank, temporary and admin support staff bringing any issues to the attention of Admin Team Lead.

To attend and participate in relevant team meetings including Administrative, Clinical and Business Meetings.

To deal with telephone enquiries from service users suffering with mental health illnesses using empathy, understanding, initiative, tact and tenacity where appropriate ensuring accurate information is forwarded appropriately in order for appropriate care and follow up to be facilitated.

To liaise with a range of internal and external personnel on a daily basis including Clinical Professionals, Service Users and their Families/Carers, GP practices, Consultants, Hospital departments and Health and Local Authority staff.

To work closely with Outpatients Administration staff and to provide cover for the running of Community Clinics / Reception duties during annual leave and absences as required

To offer support to both internal and external clinical meetings including:

Sourcing and booking of suitable venue

Invitations/Meeting apology collation for Chair in relation to meeting attendees

Preparation of Meeting Agendas and dissemination of documentation pre meeting

Taking, producing and distributing minutes of meetings and relevant documentation under direction of Chairperson/Admin Team Lead/Clinical staff.

To run and edit electronic system reports, updating and checking the quality of data supplied and inputted systematically checking the electronic system error reports and rectify data contained on a monthly basis.

To assist in the collation of up-to-date activity and data relevant to the team provision ensuring system data errors are addressed in a timely manner as raised by Quality and Performance Lead/Admin Team Lead.

Contributes and assists in the implementation of new administration procedures, developments and working methods.

To ensure health and safety procedures are adhered to and actioned as necessary, keeping electronic diaries for clinical members of the team, updating and working from as necessary.

Assisting as requested in raising purchase orders and stationary ordering as and when required under direction from Management.

To be jointly responsible for stock maintenance and management of all office and administrative supplies.

To attend and participate in Team Development activities and Admin Development Days.

To act on own initiative and raise any relevant concerns he/she considers may jeopardise service delivery and/or care provision.

To maintain confidentiality at all times and to comply with the Data Protection Act and Access to Health Records procedures.

To comply with Health and Safety Regulations and work within the policy guidelines of Navigo.

To effectively manage compliance in mandatory training within the guidelines of Navigo.

Maintain an up to date and proficient working knowledge of Navigo policies, procedures and processes ensuring changes in process and procedures are embedded in working practice.

Involvement as requested in new service initiatives and participation in working groups as appropriate and to meet needs of service.

Provide administrative input and perspective to developments within service as appropriate.

Any other reasonable duty in connection with the work of the Team and as required by the organisation.

Person Specification

Knowledge

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
• Knowledge of medical terminology
• 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

Experience

Essential

• Team Working
• Maintaining databases and spreadsheets

Desirable

• Previous NHS secretarial/ administrative experience/knowledge of hospital administration procedures
• Experience/willingness to undertake training in use of electronic systems
• Experience of working in a team

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

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

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.

Employer details

Employer name

Navigo Health and Social Care CIC

Address

Tees House

Second Avenue

Grimsby

DN33 1NU

Employer's website

https://navigocare.co.uk/ (Opens in a new tab)