Job summary
We currently have a vacancy for a full-time, Band 4 Clinical Team Secretary within the Men's Medium Secure, West London Forensic Service 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
- oEducated to GCSE level or higher (grade C or above).
- oRSA, NVQ - Level 3 in Management and/or Administration.
- oDegree or diploma in Management and/or Administration [or equivalent experience]
Desirable
EXPERIENCE
Essential
- oSubstantial administrative and secretarial experience
- oSignificant experience of taking minutes at senior level.
- oDemonstrated ability to develop "best practice" administrative systems and structures to support Business Plan.
- oDemonstrated ability to sustain initiative and direction under difficult circumstances.
- oExperience of working within complex teams.
- oAbility to work collaboratively and in partnership with other senior managers and professions.
- oCompetent in the use of Rio
Desirable
- oAdministrative and secretarial experience within a forensic psychiatric setting.
- oPrevious experience within an NHS setting.
- oWorking within a forensic psychiatric environment.
- oProcurement of goods and services for forensic services - knowledge of risk factors.
- oResearch and audit experience.
- oManagement/supervisory experience.
KNOWLEDGE
Essential
- oHighly competent user of MS Office - including Excel and PowerPoint.
- oRisk assessment and management.
- oKnowledge and skills framework.
- oCare Programme Approach.
- oTrust's policies and procedures.
Desirable
- oClinical Governance.
- oMental Health Act 1983.
- oUnderstanding of mental health issues.
- oUnderstanding of psychiatric terminology.
- oCare Programme Approach.
- oWorking knowledge of security related issues within a secure environment.
- oThe Mental Health Act
SKILLS
Essential
- oClear and effective planning and decision making skills.
- oEffective leadership skills.
- oAble to communicate and negotiate effectively with staff at all levels.
- oAble to present and prepare papers at conferences/training days.
- oFull range of administrative and secretarial skills.
- oAbility to work autonomously and on own initiative.
Desirable
- oExperience of teaching IT skills.
OTHER REQUIREMENTS
Essential
- oAble to deal with occasional verbal / physical aggression.
- oAbility to work under pressure.
- oFlexible and Proactive.
- oAble to exercise discretion and maintain confidentiality at all times.
- oAbility to manage staff.
Person Specification
QUALIFICATIONS
Essential
- oEducated to GCSE level or higher (grade C or above).
- oRSA, NVQ - Level 3 in Management and/or Administration.
- oDegree or diploma in Management and/or Administration [or equivalent experience]
Desirable
EXPERIENCE
Essential
- oSubstantial administrative and secretarial experience
- oSignificant experience of taking minutes at senior level.
- oDemonstrated ability to develop "best practice" administrative systems and structures to support Business Plan.
- oDemonstrated ability to sustain initiative and direction under difficult circumstances.
- oExperience of working within complex teams.
- oAbility to work collaboratively and in partnership with other senior managers and professions.
- oCompetent in the use of Rio
Desirable
- oAdministrative and secretarial experience within a forensic psychiatric setting.
- oPrevious experience within an NHS setting.
- oWorking within a forensic psychiatric environment.
- oProcurement of goods and services for forensic services - knowledge of risk factors.
- oResearch and audit experience.
- oManagement/supervisory experience.
KNOWLEDGE
Essential
- oHighly competent user of MS Office - including Excel and PowerPoint.
- oRisk assessment and management.
- oKnowledge and skills framework.
- oCare Programme Approach.
- oTrust's policies and procedures.
Desirable
- oClinical Governance.
- oMental Health Act 1983.
- oUnderstanding of mental health issues.
- oUnderstanding of psychiatric terminology.
- oCare Programme Approach.
- oWorking knowledge of security related issues within a secure environment.
- oThe Mental Health Act
SKILLS
Essential
- oClear and effective planning and decision making skills.
- oEffective leadership skills.
- oAble to communicate and negotiate effectively with staff at all levels.
- oAble to present and prepare papers at conferences/training days.
- oFull range of administrative and secretarial skills.
- oAbility to work autonomously and on own initiative.
Desirable
- oExperience of teaching IT skills.
OTHER REQUIREMENTS
Essential
- oAble to deal with occasional verbal / physical aggression.
- oAbility to work under pressure.
- oFlexible and Proactive.
- oAble to exercise discretion and maintain confidentiality at all times.
- oAbility to manage staff.
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).
