Team Secretary - Older Persons Mental Health

Job summary

We are currently looking for two secretaries, flexible hours full/part time, to join our vibrant Administration Team based between The Orchards and St Mary's Health Campus in Portsmouth.

You must have excellent written and verbal communication skills and be able to work flexibly, multitask and prioritise your work throughout the day, as well as enjoy a varied workload. You will thrive on supporting your staff to work effectively and efficiently at all times and drive development within the admin and clinical teams. You will be comfortable working alone without direct supervision and will have a good knowledge of Microsoft Applications and knowledge of SystmOne would be an advantage though full training will be given.

Our Mental Health Team provide care to Portsmouth patients both in our Inpatient setting and our Community Teams based at St Mary's. Solent is proud to support career development, and through regular supervisions and annual appraisals we will support you and you will be supporting your own staff to achieve goals and take the next step in their career with Solent. Apprenticeship options are available and will be discussed with the successful candidate.

Main duties of the job

• Carry out clinical diary management, booking rooms, patient appointments, professional meetings, and resolving any queries with clinicians
• Manage appointment bookings, updating electronic record system and sending appointment letters following Trust guidelines and targets
• Ensure referrals are actioned following the agreed Mental Health Service procedures according to the defined performance targets and timescales
• Retrieve and store records from Restore ensuring accurate information is recorded on progress of these records, their destination and delivery and support colleagues with issues arising
• Produce letters, emails or memoranda using standardised Trust templates ensuring accurate filing, recording and distribution
• Produce accurate minutes and full administration support for a range of meetings and investigations to include agenda preparation and follow up of appropriate actions
• Process incoming and outgoing mail, telephone or written messages, distributing appropriately and in a timely manner, taking responsibility for signposting or dealing with queries regarding issues arising
• Provide support to the Ward Manager, to include: Letters and other correspondence -- relating to staff and patients, to include appraisals / supervision, investigations, and complaints as appropriate to the Unit, Business Plans, reviews and general correspondence, Production of in-house leaflets/updates, as appropriate to the Unit, PowerPoint presentations / Spreadsheets (Excel)

About us

We have been working with other local NHS Trusts to create a new organisation, bringing together all community, mental health and learning disability services from across Hampshire and Isle of Wight. Subject to approvals, the aim is for the new Trust to be formed by the end of 2024.

Project Fusion is the name for the programme to create the new combined NHS Foundation Trust. Hampshire and Isle of Wight Healthcare NHS Foundation Trust will be bringing the services into a single organisation will result in more consistent care, more equitable access to services irrespective of postcode, and a more sustainable workforce and services. The new organisation will operate locally to ensure services can best meet the needs of different communities.

The new Trust will be comprised of all the services currently provided by Solent NHS Trust and Southern Health NHS Foundation Trust, the community, mental health and learning disability services provided by Isle of Wight NHS Trust and child and adolescent mental health services delivered in parts of Hampshire by Sussex Partnership NHS Foundation Trust.

Colleagues will transfer to the new organisation under Transfer of Undertakings (Protection of Employment) -- known as TUPE on the day the trust is formed. TUPE is a legal process to ensure you transfer out of one organisation and into another, maintaining the terms and conditions of your employment.