Team Secretary

Job responsibilities

Dimensions and Context of Role

The post holder will work within the Liaison Psychiatry Team, which operates 7 days per week, who are experiencing acute mental health problems

The post holder will undertake a role of team secretary within this developing service, which will include providing secretarial and administrative support to the liaison team and team manager.

The post holder will support the team in all secretarial duties working across the week to provide continuity of information to this busy team, with an expectation of flexible working and ability to work without direct supervision and managing ones own workload.

Key Tasks and Responsibilities of the Post

1. Communication and Relationship Skills

a. The post holder will liaise with patients, health professionals and other agencies as required.

b. The post holder will have previous experience of using communication skills, be aware of issues of confidentiality and the ability to deal with difficult customers.

c. The post holder will ensure prompt updating of electronic record keeping system in relation to staff/patient activities and will input data into the computer system regarding referrals, episodes, contacts and discharges in line with existing policies.

d. The post holder will co-ordinate staff activities and keep team diary up to date.

e. The post holder will have the ability to receive information and ensure it is passed on as appropriate.

f. The post holder will have the ability to communicate clearly and effectively over the telephone within the boundaries of confidentiality.

g. The post holder will maintain accurate, timely electronic records and ensure that they are kept safely in accordance with LWSW polices, including the Data Protection Act (1998) and the LWSW Confidentiality Policy.

h. The post holder will demonstrate a positive attitude to mental health, attending to patients with respect and courtesy.

2. Knowledge, Training and Experience

a. The post holder will be responsible for updating Knowledge and Skills, including LWSW mandatory training and adhere to policy and legislation relating to the team and the post.

b. To support staff in keeping up to date records of all staff training, collate information and provide the training department with regular report.

3. Analytical and Judgement Skills

a. Ability to deal with emergency telephone calls and act as appropriate with the support and supervision of qualified nursing/medical staff.

4. Planning and Organisational Skills

a. The post holder will have the ability to plan and prioritise their own workload on a day-to-day basis.

b. The post holder will attend, minute and take part in multi-disciplinary team meetings

c. The post holder will have the ability to plan meetings and accommodation as required.

d. The post holder will have the ability to liaise with other services to arrange appointments.

e. The Post holder will be responsible for keeping information and resources kept on notice boards up to date.

5. Physical Skills

a. The post holder will have competent keyboard skills.

6.Responsibilities

a. To take responsibility for the allocation of work and ensure it is completed within given timescales, working with the administration and clerical teams to ensure continuity of service.

b. To train new admin and clerical staff members as required.

c. To ensure the provision of a quality administration service to all members of the multi disciplinary team, incorporating the production of letters, assessments, and client case notes and other service related documentation.

d. To ensure local policies and procedures are adhered to as well as LWSW policies and procedures.

e. To assist in the projection, management and development of new admin and clerical systems and processes as and when required ensuring the service runs effectively.

f. To provide general administrative and secretarial support to the Liaison Psychiatry Team, Team Manager and duty Medic/Consultant, including prompt updating of electronic record keeping system in relation to staff/patient activities and will input data into computer system regarding referrals, episodes, contacts and discharges in line with existing policies.

g. The post holder will be based at Derriford Hospital but might require traveling across locality

h. The post holder will provide typing, filing, ordering stationary, arranging and contributing to meetings including taking minutes.

i. The post holder will be able to work flexible hours across 7 days a week

7. Responsibility for Policy and Service Development

a. The post holder will comply with all appropriate National, LWSW and Liaison Psychiatry polices and protocols. These include Health and Safety, Fire Procedures and Confidentiality.

b. The post holder will provide support to the Team Managers keeping all policies up to date.

8. Responsibility for Human Resources

a. The post holder will behave in a manner that does not bring the Team or LWSW into disrepute.

9. Responsibility for Information Resources

a. The post holder will be responsible for the input of SystmOne contacts.

b. The post holder will be responsible for the input of recording SEEHR

c. The post holder will be maintain accurate and timely electronic records and ensure that they are kept safely in accordance with LWSW policy.

10. Responsibility for Research and Development

a. The post holder will participate in audits within the Liaison Psychiatry

11. Freedom to Act

a. The post holder will actively participate in line management supervision with a senior member of the Team.

b. The post holder will actively participate in the LWSW appraisal system.

c. The post holder will carry out other duties commensurate with the position as required.

d. Responsible for preparation of a variety of confidential and complex correspondence, presentations, which may include graphics, and be familiar with PowerPoint, preparing reports for Team Manager/Assistant Managers.

e. Responsible for drafting, reviewing, typing, proof-reading and editing correspondence for the Team Managers.

f. Will act on own initiative to establish priorities, delegating correspondence and tasks to others where appropriate. Answer and screen telephone enquiries and take messages. Prioritise and relay information as appropriate. To function as an intermediary in communicating with all stakeholders and clients. This will include managing/signposting and coordinating complex communications, taking referrals from other services.

g. Maintains and manages an up-to-date, comprehensive system of document tracking and filing system for all material in the Liaison Psychiatry Team offices.

h. Coordinates internal and external meetings liaising with all relevant bodies.

i. To support the Team Managers in business meetings and Multi Disciplinary Team meetings as appropriate and be accountable for ensuring that all designated meetings are organised and administered in a professional and timely manner.

Formulating, as applicable, the agendas and organising the supporting reports and papers with minimal support from the Liaison Psychiatry Managers.

Distributing agendas and supporting papers.

Attending meetings and ensuring that accurate minutes are produced.

Ensure reports are presented in necessary format.

Experience

Essential

• Experience of secretarial/Personal Assistant role including:
• Diary Management
• Handling various telephone
• enquiries
• Receiving visitors
• Minute taking
• Experience of arranging meetings
• Experience of using and maintaining filing systems
• Experience of taking and transcribing formal minutes
• Experience of working in a multi-disciplinary team

Desirable

• Relevant experience working in a secretarial capacity

Knowledge

Essential

• Knowledge of secretarial and administrative procedures and systems.
• Knowledge of Microsoft Word, Outlook, Excel, Publisher, PowerPoint
• Excellent IT skills
• Excellent communication skills dealing with patients, visitors and staff in an efficient and courteous manner over the telephone and in person
• Excellent written and verbal skills
• Ability to work on own initiative and with minimal supervision
• Ability to develop good working relationships with colleagues at all levels

Desirable

• Knowledge of Mental Health Services and wider NHS
• Adult Safeguarding
• Child Protection
• Knowledge of SystmOne
• Knowledge of specialist medical terms
• Understanding/experience of supporting people with Mental Health issues

Qualifications

Essential

• Educated to Vocational Level 3 (NVQ3) in a relevant subject or equivalent level of qualifications or significant equivalent previous knowledge & experience
• Maths & English GCSE Grades 4 and above or equivalent
• Relevant typing/medical secretary/secretarial qualification or experience
• Intermediate word processing, MS Office word and excel

Desirable

• Audio Typing
• Minute Taking

Specific skills

Essential

• Sensitivity to confidential information
• Ability to manage own time to ensure priorities are met and quality is not compromised
• Excellent organisation skills, with a demonstrable ability to manage and prioritise workload and work methodically, efficiently and accurately to meet tight deadlines
• Ability to work under pressure

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).