Team Secretary - Autism Intensive Support Team

Job summary

An exciting opportunity has arisen to join the Autism Intensive Support Team (AIST) as a key member of our administrative and secretarial team.

As part of the team, you will provide comprehensive secretarial and administrative support, ensuring that all requests for typing, correspondence, record keeping, and general administration are carried out promptly and accurately. Your contribution will be vital to the smooth and efficient running of the service, enabling clinical colleagues to focus on delivering high quality care.

This job is currently only open to people who already work for the NHS in Cornwall or the Isles of Scilly. We are committed to supporting our dedicated staff, so only current employees of the following organisations can apply: o Cornwall Foundation Trust o Royal Cornwall Hospitals NHS Trust o Cornwall and Isles of Scilly Integrated Care Board If you do not currently work for one of these NHS organisations, your application will not be considered at this time.

Main duties of the job

Direct communication with patients and resolving their problems and queries as appropriate.

Acting as a pivotal role for all communications, some of which will be of a distressing nature and may require emotional effort by the post holder.

Ability to plan, organise and prioritise own workload which can be pressured and require a high level of concentration.

Provide cover/cross cover in the absence of other secretarial and administrative colleagues within the Locality as require to maintain a service to patients.

To act as an information resource for other members of the team.

Demonstrate empathic, reassuring and persuasive skills when dealing with vulnerable, distressed and suicidal patients and signpost to appropriate team member.

Electronic ordering and requisitioning of stationery and equipment in conjunction with Locality Admin Team Manager.

To provide a high quality secretarial service to the multi-disciplinary team facilitating effective communication at all times.

To maintain confidentiality at all times and sensitivity when dealing with contentious and complex information.

Attend meetings, take and transcribe minutes, follow actions notes and disseminate information as required.

Set up and maintain accurate records and effective filing systems.

To update and record information onto the Trust's electronic systems and unit databases as require within Trust key target times.

Undertake audits/surveys as necessary.

About us

We're an NHS community and mental health provider Trust based in Cornwall and the Isles of Scilly. We deliver community and hospital-based care to improve people's physical and mental health. We also provide specialist support to people with dementia or a learning disability.

We are a people organisation and people matter to us. As part of the team, you'll help support the health and wellbeing of the people who live and visit this beautiful part of the UK.

Over 4,000 people make up the Trust. This includes doctors, nurses, therapists, plus admin and support staff.

We work in people's homes, in community clinics and bases. Some staff work from one of our 13 community hospitals. Our aspiration is to have great people, provide great care, be a great place to work and a great partner.

Approximately 568,000 people live here. A third of people who live in Cornwall are supported by acute hospital services in Devon. As a result, we also work closely with our partners in Devon. In the summer, and during other holidays lots of people choose to visit the area. This increase the numbers of people who use out services.

Job description

Job responsibilities

To view a detailed job description and person specification including the main responsibilities of this role please see supporting documents.

Person Specification

Education / Qualifications and Relevant Experience

Essential

• NVQ Level 3 Business Administration or equivalent experience
• RSA III Word-Processing or equivalent
• RSA II Audio-Typing or equivalent
• GCSE Maths and English or equivalent

Desirable

• Shorthand

Skills, Aptitude and Knowledge

Essential

• Problem Solving
• Excellent communication and interpersonal skills
• Ability to manage own workload and work independently
• Excellent team player
• Knowledge of psychiatric medical terminology
• Positive attitude regarding clients with mental illness/learning disability/substance misusers and their families

Desirable

• Previous experience working as a secretary in a clinical environment in mental health