Job summary
We are looking to recruit a well organised clinical team secretary/administrator, to work in conjunction with admin colleagues within the Teesside Children and Young People Community Eating Disorders Services, assisting in the provision of a comprehensive and efficient secretarial/administrative support service to the team. This role will also involve Reception Cover as apt.
Applicants should be able to demonstrate excellent communication, organisational and team working skills and have experience of supporting and encouraging others whilst working in a demanding office.
The successful applicant will be required to have typing skills, a working knowledge/understanding of Microsoft Office applications, including the use of databases, together with NVQ3 and ITQ2 or equivalent qualifications (or willingness to achieve within an agreed timescale) are essential criteria for the post.
Applicants should be self-motivated, have a flexible approach to work. The ability to work with minimal supervision, prioritise work and deal with complex/sensitive issues, are all essential criteria for the post. An understanding of information governance/confidentiality procedures and knowledge of records management processes are also important aspects of the post.
Main duties of the job
You will be required to take ad hoc phone calls and complete relevant documentation on appropriate systems. Cover reception/answering the window. Deal with daily post & deliveries.
Attend daily team huddles & complete tasks/actions required. Check the team email daily & perform actions required.
Organising appointments, meetings & diary management for the team using the outlook system. Corresponding to emails and letters in a timely manner. Attending MDT discussions & meetings for minute taking, typing letters, sending text messages & arranging prescription letters. Archiving & requesting medical records. You will also be required to upload blood requests & download blood results.
Ordering clinic stock/PPE/ and arranging travel. Booking rooms, training, professionals' meetings, and any other meetings required. Maintaining the monthly Business Meeting agenda & typing minutes. Assisting managers with updating spreadsheets, performance figures and anything else required.
Logging jobs with IT and estates department, updating leaflets, kaizen & notice boards.
Completing mandatory/statutory training required within the trust.
About us
We are the Mental Health & Learning Disability NHS Trust for County Durham and Darlington, Teesside, North Yorkshire, York and Selby.
From education and prevention, to crisis and specialist care --our talented and compassionate teams work in partnership with our patients, communities and partners to help the people of our region feel safe, understood, believed in and cared for.
We nurture the recovery journey of anyone in need of our help. In Our Trust, everyone has a say in how they are supported and treated because we listen to every person in our care until they feel understood. Our patients, their families and carers work together with us towards better mental health.
We're committed to new thinking that improves the wellbeing of our region. We connect with our communities and partners to get mental health care right, in areas that really need it.
We won't rest until everyone in our region has the mental health care they need, to lead their best possible life.
Job description
Job responsibilities
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.
Additional contact details:
Sarah Clark, Clinical Nurse Specialist
sclark23@nhs.net - 01642 529676
Job description
Job responsibilities
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.
Additional contact details:
Sarah Clark, Clinical Nurse Specialist
sclark23@nhs.net - 01642 529676
Person Specification
Qualifications
Essential
- Diploma/NVQ Level 3 in Business Administration or equivalent (or willingness to achieve within an agreed timescale
- ITQ Level 2 or equivalent or willingness to work towards
- Key skills in literacy and numeracy Level 2 or O Level / GCSE in Maths and English grade C or above
Experience
Essential
- Significant secretarial/administrative experience
Desirable
- Secretarial/administrative experience in a clinical environment
- Experience of participation in service and quality improvement and initiatives
- Experience of training/supervising junior administrative staff
- Experience of handling monies and working within financial guidelines
Knowledge
Essential
- Comprehensive knowledge of secretarial and administrative procedures and the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines.
- Comprehensive knowledge of Microsoft Office applications (Word, Excel and Outlook).
- Understanding of confidentiality and the associated legal and policy requirements.
Desirable
- Working knowledge of medical/psychological terminology.
Skills
Essential
- Copy type and transcribe accurately from audiotape and/or shorthand, at a minimum speed of 50 wpm.
- Input data accurately / efficiently
- Demonstrate good organisational and diary management skills to include co-ordination of meetings and associated duties.
- Communicate effectively in the English language and demonstrate both verbal and written comprehension skill.
- Maintain concentration and attention to detail whilst also dealing effectively with interruptions.
- Work on own initiative, prioritise work and consistently meet deadlines.
- Depending on work area, supervise staff in a positive manner to facilitate delivery of an effective service.
Desirable
Personal Attributes
Essential
- Able to work in accordance with the Staff Compact and Trust Values and Behaviours.
- Able to work flexibly and co-operatively as part of a team.
- Able to remain calm and productive under pressure.
- Able to maintain a professional engagement with people who are distressed, angry or verbally aggressive.
- Committed to continual quality and service improvement
- Self aware and committed to continual personal development.
- Committed to promoting a positive image of people with mental health conditions and learning disabilities
- Committed to promoting a positive image of the Service.
Person Specification
Qualifications
Essential
- Diploma/NVQ Level 3 in Business Administration or equivalent (or willingness to achieve within an agreed timescale
- ITQ Level 2 or equivalent or willingness to work towards
- Key skills in literacy and numeracy Level 2 or O Level / GCSE in Maths and English grade C or above
Experience
Essential
- Significant secretarial/administrative experience
Desirable
- Secretarial/administrative experience in a clinical environment
- Experience of participation in service and quality improvement and initiatives
- Experience of training/supervising junior administrative staff
- Experience of handling monies and working within financial guidelines
Knowledge
Essential
- Comprehensive knowledge of secretarial and administrative procedures and the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines.
- Comprehensive knowledge of Microsoft Office applications (Word, Excel and Outlook).
- Understanding of confidentiality and the associated legal and policy requirements.
Desirable
- Working knowledge of medical/psychological terminology.
Skills
Essential
- Copy type and transcribe accurately from audiotape and/or shorthand, at a minimum speed of 50 wpm.
- Input data accurately / efficiently
- Demonstrate good organisational and diary management skills to include co-ordination of meetings and associated duties.
- Communicate effectively in the English language and demonstrate both verbal and written comprehension skill.
- Maintain concentration and attention to detail whilst also dealing effectively with interruptions.
- Work on own initiative, prioritise work and consistently meet deadlines.
- Depending on work area, supervise staff in a positive manner to facilitate delivery of an effective service.
Desirable
Personal Attributes
Essential
- Able to work in accordance with the Staff Compact and Trust Values and Behaviours.
- Able to work flexibly and co-operatively as part of a team.
- Able to remain calm and productive under pressure.
- Able to maintain a professional engagement with people who are distressed, angry or verbally aggressive.
- Committed to continual quality and service improvement
- Self aware and committed to continual personal development.
- Committed to promoting a positive image of people with mental health conditions and learning disabilities
- Committed to promoting a positive image of the Service.
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).
