Job summary
We currently have two vacant posts for full-time, Band 4 Clinical Team Secretaries within the West London Forensic Service. These posts are available within the Women's Service and Men's Medium Secure based on the St Bernards Hospital site.
Each post holder would be responsible for the planning, management and delivery of a comprehensive administrative and secretarial service for one or more clinical team(s). They would also be responsible for a range of other administrative duties within the team.
The post holder must be able to work well with the team and on their own initiative with an ability to multitask in order to execute a full range of administrative and secretarial duties.
We are seeking to appoint a confident, organised, proactive and approachable person for this challenging role. The ideal candidate would have previous experience working as a clinical team secretary or similar role and a good working knowledge of RiO, the electronic patient record.
Main duties of the job
To provide full administrative and secretarial support to the clinical team for all inpatients under the consultant's team.
To provide support to directors/senior managers as appropriate.
To liaise with the courts, solicitors, special hospitals and the prison service regarding patients referred or admitted to the WLFS.
To provide full administrative and secretarial support to the Care Programme Approach in accordance with the Trust's CPA Policy as required.
To liaise with the Patients Affairs Department to ensure that all documentation is processed in respect of legal detention of patients on a section of the MHA 1983, consent to treatments and the arrangements for Mental Health Tribunals and Managers' Hearings.
To ensure that the RC is prepared for any meetings, conferences in order to ensure effective participation.
To organise and maintain the RCs office in good order and introduce systems to effect good practice.
To set up and maintain an "Action List" to ensure that all action undertaken by the RC and his/her/their Team(s) is listed and carried out as appropriate.
To attend and take minutes of governance meetings as required.
To support enquiries and investigations.
To organise meetings, conferences as appropriate.
To set up and maintain effective filing systems.
About us
West London NHS Trust is one of the most diverse providers of mental health, community and social care in the UK.
Our 3,982 staff care for people in hospital and in the community, helping them to recover and go on to lead full and productive lives. We aim to be the best organisation of our kind in the country.
We provide care and treatment for more than 800,000 people living in the London boroughs of Ealing, Hammersmith & Fulham and Hounslow, delivering services in the community (at home, in GP surgeries and care homes), hospital, specialist clinics and forensic (secure) units.
We'rerated good overall by the Care Quality Commission (CQC).
Together, we're committed to promoting hope and wellbeing, working with patients, service users, carers, families and partners across the communities we serve.
We are keen to ensure that our workforce reflects the community it serves, particularly in terms of ethnicity, gender, disability, LGBTQ+ and experience of mental illness.
The West London Forensic Service provides a comprehensive multi-disciplinary assessment, treatment and rehabilitation service for mentally disordered offenders, as well as those with challenging behaviour and specialist rehabilitation needs for men and women.
Job description
Job responsibilities
For further information on the Job description/ Personal Specification and the vacancy please see attached Candidate pack.
Job description
Job responsibilities
For further information on the Job description/ Personal Specification and the vacancy please see attached Candidate pack.
Person Specification
Qualifications
Essential
- Educated to GCSE level or higher (grade C or above).
- RSA shorthand/typing NVQ in Administration level 2 or 3
Desirable
- AMSPAR Diploma or Certificate or equivalent
- ECDL
Experience
Essential
- Substantial administration and secretarial experience.
- Good working experience on Excel.
- Good working experience of diary management.
- Experience of taking minutes, some at senior level.
- Good experience of organising conferences and various meetings, some at senior level.
- Demonstrated ability to sustain initiative and direction under difficult circumstances.
- Experience of working within complex teams
Desirable
- Previous experience within an NHS or local authority setting.
- Previous experience as a medical secretary
- Experience of working in a mental health setting.
- Experience of working in a forensic environment
- Experience on PowerPoint.
Knowledge
Essential
- Knowledge of a range of detailed secretarial and administrative procedures - both routine and non-routine.
- Demonstrated ability to work within and show understanding of equal opportunities.
- Good working knowledge of databases.
Desirable
- Understanding of Health & Safety issues.
- Understanding of the Data Protection Act.
Skills
Essential
- Advanced keyboarding skills.
- Proficient in Microsoft Software.
- Excellent Audio typing
- Internet and email
- Ability to introduce and maintain efficient office systems - both routine and non-routine.
- Excellent organisational skills.
- Excellent communication skills - both written and verbal.
- Ability to deal with complex and sensitive information.
- Ability to work within a Multidisciplinary Team.
- Ability to work autonomously using own initiative.
- Ability to plan and prioritise workload.
- Ability to multitask and deal with frequent interruptions and interventions when carrying out complex tasks (ie transcribing complicated reports)
Desirable
- Shorthand or Speedwriting
Other Requirements
Essential
- Evidence of personal development within administration.
- Ability to work in a secure environment.
- Ability to sit and word-process for a substantial portion of working time.
- Ability to exercise judgement when dealing with queries from patients, relatives and enquiries from external agencies.
- Ability to deal with staff and clients in a courteous, professional and helpful manner.
- Ability to exercise discretion and maintain confidentiality at all times.
- Ability to work under pressure.
- Enthusiastic and willing to learn.
Person Specification
Qualifications
Essential
- Educated to GCSE level or higher (grade C or above).
- RSA shorthand/typing NVQ in Administration level 2 or 3
Desirable
- AMSPAR Diploma or Certificate or equivalent
- ECDL
Experience
Essential
- Substantial administration and secretarial experience.
- Good working experience on Excel.
- Good working experience of diary management.
- Experience of taking minutes, some at senior level.
- Good experience of organising conferences and various meetings, some at senior level.
- Demonstrated ability to sustain initiative and direction under difficult circumstances.
- Experience of working within complex teams
Desirable
- Previous experience within an NHS or local authority setting.
- Previous experience as a medical secretary
- Experience of working in a mental health setting.
- Experience of working in a forensic environment
- Experience on PowerPoint.
Knowledge
Essential
- Knowledge of a range of detailed secretarial and administrative procedures - both routine and non-routine.
- Demonstrated ability to work within and show understanding of equal opportunities.
- Good working knowledge of databases.
Desirable
- Understanding of Health & Safety issues.
- Understanding of the Data Protection Act.
Skills
Essential
- Advanced keyboarding skills.
- Proficient in Microsoft Software.
- Excellent Audio typing
- Internet and email
- Ability to introduce and maintain efficient office systems - both routine and non-routine.
- Excellent organisational skills.
- Excellent communication skills - both written and verbal.
- Ability to deal with complex and sensitive information.
- Ability to work within a Multidisciplinary Team.
- Ability to work autonomously using own initiative.
- Ability to plan and prioritise workload.
- Ability to multitask and deal with frequent interruptions and interventions when carrying out complex tasks (ie transcribing complicated reports)
Desirable
- Shorthand or Speedwriting
Other Requirements
Essential
- Evidence of personal development within administration.
- Ability to work in a secure environment.
- Ability to sit and word-process for a substantial portion of working time.
- Ability to exercise judgement when dealing with queries from patients, relatives and enquiries from external agencies.
- Ability to deal with staff and clients in a courteous, professional and helpful manner.
- Ability to exercise discretion and maintain confidentiality at all times.
- Ability to work under pressure.
- Enthusiastic and willing to learn.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
