Job summary
To work as part of a team providing secretarial, clerical and administrative support to the City North Local Mental Health Team.
You will be responsible for supporting consultants and junior doctors in all administrative aspects and having daily interactions with our patients.
Responsibilities are wide-ranging and varied. You'll deal with enquiries from other services and GP's as well as from existing patients and those waiting to be assessed by our service. You will respond to incoming/outgoing calls, organising appointments, responding to email enquiries, processing patient prescriptions and supporting the multi-disciplinary team of clinicians.
Please note that this post does not meet the pay level required for a Skilled worker visa. Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.
Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa
Main duties of the job
- Clear and effective communication skills
- Flexible approach to working practices
- Ability to prioritise workload
- Time management skills
- Ability to work without direction supervision
- Ability to communicate with clients, carers, staff and visitors in an appropriate manner
- Flexibility to cover admin colleagues
- Excellent telephone manner
- Ability to follow instruction and guidelines
- Knowledge of Confidentiality and the Data Protection Act
- Ability to demonstrate an understanding of Equality and Diversity principles
- Experience of working with databases, Microsoft Office, audio typing, minute taking.
- Previous secretarial / administration experience
About us
#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.
We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.
The health and wellbeing of our colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.
The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment
Job description
Job responsibilities
The post holder will be working within the Adult Mental Health team. The post holder will be involved in team meetings including business, referral and admin meetings to offer an admin support function. The post holder will support with the teams performance data ensuring Trust standard targets are met.
Excellent communication skills are essential within this role. This will involve daily contact with patients and exchange of confidential, sensitive information between staff, patients, carers and internal/external agencies, using tact, diplomacy and respect in a form that is appropriate to them and the situation, and constructively manages barriers to effect communication.
Maintain a position of integrity at all times whilst appreciating the need for a high level of confidentiality when dealing with patient/carer information and issues appertaining to this post, in line with Caldicott principles, the Data Protection Act and any new legislation arising in the future. Communicating in a manner and keeping accurate and complete records that are consistent with relevant legislation, policies and procedures.
To cover in the absence of other admin colleagues.
To undertake any other duties which may reasonably be regarded as within the nature of the duties and responsibilities / grade of the post as defined, subject to the proviso that normally any changes of a permanent nature shall be incorporated into the job description in specific terms.
Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.
You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies
Job description
Job responsibilities
The post holder will be working within the Adult Mental Health team. The post holder will be involved in team meetings including business, referral and admin meetings to offer an admin support function. The post holder will support with the teams performance data ensuring Trust standard targets are met.
Excellent communication skills are essential within this role. This will involve daily contact with patients and exchange of confidential, sensitive information between staff, patients, carers and internal/external agencies, using tact, diplomacy and respect in a form that is appropriate to them and the situation, and constructively manages barriers to effect communication.
Maintain a position of integrity at all times whilst appreciating the need for a high level of confidentiality when dealing with patient/carer information and issues appertaining to this post, in line with Caldicott principles, the Data Protection Act and any new legislation arising in the future. Communicating in a manner and keeping accurate and complete records that are consistent with relevant legislation, policies and procedures.
To cover in the absence of other admin colleagues.
To undertake any other duties which may reasonably be regarded as within the nature of the duties and responsibilities / grade of the post as defined, subject to the proviso that normally any changes of a permanent nature shall be incorporated into the job description in specific terms.
Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.
You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies
Person Specification
Qualifications
Essential
- Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience.
- Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience.
Desirable
- Medical Terminology.
- Audio typing.
- ECDL.
Experience
Essential
- Scheduling/ Diary Management.
- Minute Taking.
- Experience of working in a customer-facing role.
- High Level Microsoft Office software.
- Previous experience of working in an office environment.
- Ability to work as an effective team member.
Desirable
- Experience of working within the NHS.
- Knowledge of Patient Information Systems.
Skills
Essential
- Excellent interpersonal/communication skills, including excellent written and oral skills.
- Administrative skills
- Excellent telephone manner
- Good numeracy and literacy skills
Values & Behaviours
Essential
- All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
- All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion as identified within the Trust's Equality and Diversity Policy and associated Equality, Diversity and Human Rights legislation
Training
Essential
- Microsoft Office i.e Database, Excel, Word, Powerpoint.
- Minute taking.
Knowledge
Essential
- Computer literacy including Word, Excel, Outlook, Database.
- Maintain electronic records/information on computer.
Contractual Requirements
Essential
- Ability to travel between venues.
- Requirement to complete Mandatory Training.
Physical requirements
Essential
- Requirement for sitting in a restricted position for a substantial proportion of the working time
- There is a frequent requirement to set up meeting/training rooms
- Has the physical ability to perform the full range of duties.
Person Specification
Qualifications
Essential
- Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience.
- Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience.
Desirable
- Medical Terminology.
- Audio typing.
- ECDL.
Experience
Essential
- Scheduling/ Diary Management.
- Minute Taking.
- Experience of working in a customer-facing role.
- High Level Microsoft Office software.
- Previous experience of working in an office environment.
- Ability to work as an effective team member.
Desirable
- Experience of working within the NHS.
- Knowledge of Patient Information Systems.
Skills
Essential
- Excellent interpersonal/communication skills, including excellent written and oral skills.
- Administrative skills
- Excellent telephone manner
- Good numeracy and literacy skills
Values & Behaviours
Essential
- All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
- All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion as identified within the Trust's Equality and Diversity Policy and associated Equality, Diversity and Human Rights legislation
Training
Essential
- Microsoft Office i.e Database, Excel, Word, Powerpoint.
- Minute taking.
Knowledge
Essential
- Computer literacy including Word, Excel, Outlook, Database.
- Maintain electronic records/information on computer.
Contractual Requirements
Essential
- Ability to travel between venues.
- Requirement to complete Mandatory Training.
Physical requirements
Essential
- Requirement for sitting in a restricted position for a substantial proportion of the working time
- There is a frequent requirement to set up meeting/training rooms
- Has the physical ability to perform the full range of duties.
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.
