Job summary
The Nottingham Psychotherapy Unit is part of the Psychological Therapies Service, with several teams across Nottinghamshire. We work with people experiencing issues such as severe anxiety, depression, post-traumatic stress disorder, obsessive-compulsive disorder, complex trauma etc, in a number of different ways.
The responsibilities for this vacancy are wide ranging and varied, dealing with queries from GP practices, patients and our Local Mental Health Teams. The post requires an experienced secretary with the skills and qualifications to meet the needs of the role. It would be suitable for someone who has a high attention to detail and can work within a team as well as on their own and the ability to prioritise. You will be processing referrals to our service, supporting clinicians with all aspects of administration for the effective running of the service, clinical letters, handling incoming and outgoing calls, attending and taking minutes, organising appointments, responding to email enquiries, processing patient prescriptions, diary management and supporting the service reception and greeting patients.
Main duties of the job
To work alongside a small administrative team, within psychological therapies service. Provide cover in the absence of colleagues and where service demands, which may include cover at other sites.
To undertake office duties including diary management, accurate message taking, opening and distributing mail, operation of brought forward systems, dealing with telephone calls including all enquiries, typing documents, clinical letters and appointments, using hospital database RIO, updating information and overseeing waiting lists. Photocopying, collating of documents and electronic filing as well as general administration support services.
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.
To work within a team and have good teamwork skills, including ability to prioritise.
Ensure mail is received and dispatched appropriately.
Ensure patient referrals are processed and recorded and all clinical correspondence/data are inputted/filed correctly and 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.
Taking minutes for meetings as required.
To help oversee/maintain email query boxes affiliated to the service.
To deal with patient and or carers queries in an appropriate, sensitive, confidential and timely manner.
Typing, clinical letters, appointments and discharges.
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 RIO 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.
To work within a team and have good teamwork skills, including ability to prioritise.
Ensure mail is received and dispatched appropriately.
Ensure patient referrals are processed and recorded and all clinical correspondence/data are inputted/filed correctly and 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.
Taking minutes for meetings as required.
To help oversee/maintain email query boxes affiliated to the service.
To deal with patient and or carers queries in an appropriate, sensitive, confidential and timely manner.
Typing, clinical letters, appointments and discharges.
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 RIO 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
Value and Behaviours
Essential
- oAll colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
- oAll colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust's expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation.
Physical requirements
Essential
- oHas the physical ability to perform the full range of duties.
- oRequirement for sitting in a restricted position for a substantial proportion of the working time.
- oThere is a requirement to set up meeting/training rooms.
oNVQ 3 level in Business Administration or working towards
Essential
- oNVQ 3 level in Business Administration or working towards
Desirable
- oMedical Terminology
- oAudio Typing
Training
Essential
- oMicrosoft Office i.e Database, Excel, Word, PowerPoint.
Desirable
Experience
Essential
- oScheduling/ Diary Management.
- oExperience of working in a customer-facing role.
- oPrevious experience of working in an office environment.
- oAbility to work as an effective team member.
Desirable
- oExperience of working within the NHS.
- oKnowledge of Patient Information Systems.
- oMinute Taking.
Knowledge
Essential
- oComputer literacy including word, excel, outlook, database.
Desirable
- oMaintain electronic records/information on computer.
Skills
Essential
- oExcellent interpersonal/communication skills, including excellent written and oral skills.
- oExcellent telephone manner.
- oGood interpersonal skills
- oTyping skills
Contractual requirements
Essential
- oAbility to travel between venues
- oRequirement to complete Mandatory Training
Person Specification
Value and Behaviours
Essential
- oAll colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
- oAll colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust's expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation.
Physical requirements
Essential
- oHas the physical ability to perform the full range of duties.
- oRequirement for sitting in a restricted position for a substantial proportion of the working time.
- oThere is a requirement to set up meeting/training rooms.
oNVQ 3 level in Business Administration or working towards
Essential
- oNVQ 3 level in Business Administration or working towards
Desirable
- oMedical Terminology
- oAudio Typing
Training
Essential
- oMicrosoft Office i.e Database, Excel, Word, PowerPoint.
Desirable
Experience
Essential
- oScheduling/ Diary Management.
- oExperience of working in a customer-facing role.
- oPrevious experience of working in an office environment.
- oAbility to work as an effective team member.
Desirable
- oExperience of working within the NHS.
- oKnowledge of Patient Information Systems.
- oMinute Taking.
Knowledge
Essential
- oComputer literacy including word, excel, outlook, database.
Desirable
- oMaintain electronic records/information on computer.
Skills
Essential
- oExcellent interpersonal/communication skills, including excellent written and oral skills.
- oExcellent telephone manner.
- oGood interpersonal skills
- oTyping skills
Contractual requirements
Essential
- oAbility to travel between venues
- oRequirement to complete Mandatory Training
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.
