Job summary
We are looking for an experienced
Administrator/Clinical Team Secretary with secretarial, administrative and
clerical support service to the ADHD Service within Specialist Services of
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 successful
post-holder will provide a full, effective and efficient administrative and
secretarial support service to all staff within the Clinical Team co-ordinating
ad-hoc daily administration tasks to ensure the effective and efficient running
of the service .
Please note the earliest start date for this position is 01st June 2026.
Main duties of the job
The post-holder will have excellent communication, IT
and secretarial skills. The post holder
will be pivotal in ensuring an excellent administrative service is provided to
the clinical team 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 self referrals and relevant health professionals. The post-holder will possess excellent
communication skills, strong administration/secretarial skills such as audio
typing, minute taking, data inputting and customer care skills.
About us
Hello!
We
are Navigo. We look after North East Lincolnshire's mental health and
well-being, 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 feature in the Best Companies
top 100 large company list.
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.
Working
at Navigo is not 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
and Join us !
Please
note: Whilst we value all applications, if we believe an application to be AI
generated, we will use a checking tool and may reject any application that has
been automatically generated.
Should
you require any assistance in completing this application due to a disability
or other needs please contact navigo.recruitment@nhs.net
Job description
Job 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 ensuring timescales are met and information is
saved accurately on the electronic system.
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
monitoring and advising with regard to waiting lists/appointment scheduling
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 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.
Job description
Job 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 ensuring timescales are met and information is
saved accurately on the electronic system.
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
monitoring and advising with regard to waiting lists/appointment scheduling
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 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.
Person Specification
Knowledge
Essential
- Team Working
- Maintaining databases and spreadsheets
- Understands the need for confidentiality
- Understanding of client group
- Understanding of the ADHD service and ND pathway in North East Lincolnshire and experience of working using the current processes and procedures
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 or working towards this
- Proven experience of working within the new ND pathway within the ADHD service in North East Lincolnshire and be aware of the processes, in particular relating to SystmOne work and new pathway which was recently implemented.
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
Experience
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
- Knowledge of mental health services
- Working knowledge of CPA
- Knowledge of hospital administration systems
- Previous customer service role
- Medical Terminology trained
Person Specification
Knowledge
Essential
- Team Working
- Maintaining databases and spreadsheets
- Understands the need for confidentiality
- Understanding of client group
- Understanding of the ADHD service and ND pathway in North East Lincolnshire and experience of working using the current processes and procedures
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 or working towards this
- Proven experience of working within the new ND pathway within the ADHD service in North East Lincolnshire and be aware of the processes, in particular relating to SystmOne work and new pathway which was recently implemented.
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
Experience
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
- Knowledge of mental health services
- Working knowledge of CPA
- Knowledge of hospital administration systems
- Previous customer service role
- 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.
.png){kind=logo}
