Job summary
An exciting opportunity has arisen in the Team! for a Clinical Team Secretary to join us.
The role is:-
To provide a comprehensive, efficient and confidential, administrative and secretarial service to the Primary Care Liaison Team in Intellectual and Developmental Disabilities (IDD).
To work in close co-operation with staff and other health professionals to ensure a quality service.
To be an active and supportive member of the IDD administrative team.
Main duties of the job
To provide an efficient administrative and secretarial service to include the typing of reports, appointments and letters and audio typing of correspondence ensuring accuracy and a high standard of presentation as required by the Primary Care Liaison Team.
Undertake general office duties which will include reception duties, answering the telephone, taking messages as appropriate, photocopying, filing, faxing and associated duties in an efficient and timely manner.
To source, gather and process information as required using Microsoft Excel to produce reports, graphs and charts as requested.
To manage, update and maintain diary schedules, ensuring that conflicting and amended appointments are actioned appropriately.
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 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
Assist the Admin Team Leader and Clinical Team in adhering to performance targets by the retrieval of data from the Trusts reporting system.
Ensure mail is received and dispatched in line with the Trusts Standing Financial Instructions.
Ensure patient referrals are processed and recorded on the Patient Management System, and all clinical correspondence/data are filed correctly and neatly in line with relevant procedures, moving closed files off site when required.
To maintain communication links between clinical areas other health professionals and /or carers and other agencies involved in the care of the patient.
To deal with patient and or carers queries in an appropriate, sensitive, confidential and timely manner.
Ensure that efficient systems are in place regarding the requisitioning, issuing and monitoring of stationery, equipment and furniture from stock / non stock suppliers in line with Standing Financial Instructions.
Good understanding of System one and other clinical systems.
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.
Please note that this post does not meet the pay or skill 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 / skill level is below the minimum 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
Job description
Job responsibilities
Assist the Admin Team Leader and Clinical Team in adhering to performance targets by the retrieval of data from the Trusts reporting system.
Ensure mail is received and dispatched in line with the Trusts Standing Financial Instructions.
Ensure patient referrals are processed and recorded on the Patient Management System, and all clinical correspondence/data are filed correctly and neatly in line with relevant procedures, moving closed files off site when required.
To maintain communication links between clinical areas other health professionals and /or carers and other agencies involved in the care of the patient.
To deal with patient and or carers queries in an appropriate, sensitive, confidential and timely manner.
Ensure that efficient systems are in place regarding the requisitioning, issuing and monitoring of stationery, equipment and furniture from stock / non stock suppliers in line with Standing Financial Instructions.
Good understanding of System one and other clinical systems.
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.
Please note that this post does not meet the pay or skill 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 / skill level is below the minimum 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
Person Specification
Qualifications
Essential
- OCR/text processing level III or equivalent in typing
- Educated to NVQ Level 3 standard or equivalent
Desirable
physical Requirments
Essential
- There is a frequent requirement for handling stock / non-stock deliveries, health care records
Experience
Essential
- Databases
- Microsoft office experience
- working as part of a team
- previous secretarial/administrative experience
- working within a higher level customer service role
- Audio typing
Desirable
- System one/Rio patient database uploading
- EPR
- Minute taking
Knowledge
Essential
- Knowledge of Confidentiality and the Data Protection Act
Skills
Essential
- Clear and effective communication skills
- Flexible approach to working practices
- Ability to prioritise workload
- Ability to work without direction supervision
- Time Management Skills
- Ability to communicate with clients, carers, staff and visitors in an appropriate manner
- Flexibility to cover admin colleagues
Person Specification
Qualifications
Essential
- OCR/text processing level III or equivalent in typing
- Educated to NVQ Level 3 standard or equivalent
Desirable
physical Requirments
Essential
- There is a frequent requirement for handling stock / non-stock deliveries, health care records
Experience
Essential
- Databases
- Microsoft office experience
- working as part of a team
- previous secretarial/administrative experience
- working within a higher level customer service role
- Audio typing
Desirable
- System one/Rio patient database uploading
- EPR
- Minute taking
Knowledge
Essential
- Knowledge of Confidentiality and the Data Protection Act
Skills
Essential
- Clear and effective communication skills
- Flexible approach to working practices
- Ability to prioritise workload
- Ability to work without direction supervision
- Time Management Skills
- Ability to communicate with clients, carers, staff and visitors in an appropriate manner
- Flexibility to cover admin colleagues
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.
