Job summary
We are looking for an experienced, self motivated individual to provide administration and secretarial support to our Scarborough, Whitby and Ryedale Community Learning Disability Team. The team forms part of a wider North Yorkshire LD Service across our 4 Community Teams based in York, Harrogate, Northallerton and Scarborough providing support to service users, carers and their families locally.
As the Team Secretary you will be a key member of the team providing administration and secretarial support to the local MDT Team supporting daily huddles and referrals, arranging meetings and appointments and processing letters and reports ensuring they are recorded on the trusts electronic patients records.
Main duties of the job
You will be part of a small Administration Team working together to support a Receptionist and Medical Secretary to provide a professional and efficient service to our service users, carers and other colleagues from our community teams.
You will support the daily clinical huddles, processing any referrals or administration work that is required and back up front of house enquiries during breaks and absences.
Dealing with referrals to the team and taking appropriate action to process and accurately record relevant information on the trusts patient records or data bases following standard work.
Provide a comprehensive secretarial service by processing and storing appropriate correspondence and undertake any general office duties as required e.g printing, copying etc.
Manage diaries as required for members of the clinical team.
Arrange meetings, including booking venues, organising catering, provide administration support to appropriate meetings ensuring that papers are distributed and any other administration follow up actions as required.
About us
We are the Mental Health and Learning Disability NHS Trust for County Durham and Darlington, Teeside, North Yorkshire, York and Selby.
From education and prevention, to crisis and specialist care, out 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 are 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
First point of contact for service users, family and carers, responding to a range of enquiries or concerns over the telephone. This may involved arranging for an interpreter. Service users have a range of mental health conditions and or learning disabilities.
Processes referrals, letters, emails, reports for clinical staff and Team Manager ensuring appropriate action is taken on the trust patient system.
Manages diaries and appointments for clinical staff.
Provides comprehensive secretarial service to clinical staff and Team Manager within the team including any appropriate general office duties as required
Job description
Job responsibilities
First point of contact for service users, family and carers, responding to a range of enquiries or concerns over the telephone. This may involved arranging for an interpreter. Service users have a range of mental health conditions and or learning disabilities.
Processes referrals, letters, emails, reports for clinical staff and Team Manager ensuring appropriate action is taken on the trust patient system.
Manages diaries and appointments for clinical staff.
Provides comprehensive secretarial service to clinical staff and Team Manager within the team including any appropriate general office duties as required
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/administration experience
Desirable
- Secretarial/administrative experience in a clinical environment
- Experience of participation in service and quality improvement initiatives
- Experience of supervising/training 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
- Must be able to copy type and transcribe accurately from audiotape and/or shorthand
- Must be able to input data accurately/efficiently
- Must be able to demonstrate good organisational and diary management skills to include co-ordination of meetings and associated duties
- Must be able to communicate effectively in the English language and demonstrate both verbal and written comprehensive skill
- Must be able to maintain concentration and attention to detail whilst also dealing effectively with interruptions
- Must be able to work on own initiative, prioritise work and consistently meet deadlines
- Depending on work area, supervise staff in a positive manner to facilitate deliver of an effective service
Desirable
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/administration experience
Desirable
- Secretarial/administrative experience in a clinical environment
- Experience of participation in service and quality improvement initiatives
- Experience of supervising/training 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
- Must be able to copy type and transcribe accurately from audiotape and/or shorthand
- Must be able to input data accurately/efficiently
- Must be able to demonstrate good organisational and diary management skills to include co-ordination of meetings and associated duties
- Must be able to communicate effectively in the English language and demonstrate both verbal and written comprehensive skill
- Must be able to maintain concentration and attention to detail whilst also dealing effectively with interruptions
- Must be able to work on own initiative, prioritise work and consistently meet deadlines
- Depending on work area, supervise staff in a positive manner to facilitate deliver of an effective service
Desirable
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).
