Job summary
We have an exciting opportunity for a Clinical Team Secretary/Administrator to join the Health and Justice Service based in HMP Full Sutton. HMP Full Sutton is a Category A (high security) male prison estate in East Yorkshire, which Tees, Esk and Wear Valleys NHS Foundation Trust have successfully tendered to provide mental health services from June 2024.
In this role, you will be a part of our multi-disciplinary team who work closely together in order to give the best holistic care to our service users. In this role, you will be based in the prison working closely amongst the team.
If you are looking for a new challenge, enjoy variety in your work and are looking to be part of a team striving to make a difference, we will welcome your application for this role.
Please refer to the attached job description for further detailed information regarding the role and responsibilities.
Main duties of the job
We are looking for a skilled individual who has experience working in an administrative role to support the unit to achieve and maintain high standards of clinical excellence.
The successful candidate will be required to have a Diploma/NVQ Level 3 in Business Administration or equivalent (or willingness to achieve within an agreed timescale), an ITQ Level 2 qualification or equivalent (or willingness to achieve within an agreed timescale) and key skills in literacy and numeracy level 2.
The post involves providing administrative duties to support the multi-disciplinary team in the prison. The successful candidate will need to have excellent IT and organisational skills and a good knowledge and understanding of information systems. Secretarial/administrative experience is essential along with comprehensive knowledge and experience within Microsoft office applications. SystmOne experience would be an advantage although training will be provided.
The team is a busy and fast paced environment so the ability to work under pressure to meet deadlines with a flexible and motivated attitude to work is essential.
The role mainly includes day to day admin tasks such as organising meetings, answering the phone, attending team huddles, monitoring a shared inbox and minuting of clinical meetings. Dictation may also be required to support clinical staff.
Excellent communication skills, both verbal and written coupled with proven secretarial skills and previous experience is essential.
About us
With a starting salary of £22,816 per annum, a generous NHS pension scheme, a fantastic annual leave package (an initial 27 days annual leave plus bank holidays if new to the NHS) and access to other NHS staff benefits and discounts, it is fair to say that this job has a lot to offer. There are many training and development opportunities available, giving you the opportunity for career progression and development into other areas of work should you wish to do so.
Staff recognition is very important to us, we work closely with colleagues from across the Trust to support development, the staff voice and to recognise teams and individuals through our Greatix and Star Award schemes, highlighting the outstanding work being done every day.
We recognise that Administrators and professionals are a valuable asset to our organisation. We understand that they have a key role in the support and delivery of our services and that their contribution helps us in achieving our aim of consistently providing safe and high quality care for our service users. The kind of care we would want for ourselves and for our loved ones.
Our organisation is on a 'Journey to Change' and as part of this journey, creating a great experience for our staff is one of three big goals. Ultimately our aim is to be a proactive, responsible and mindful employer, recruiting, retaining and training our people, for the right roles, at the right time.
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.
Contact / a discussion about the post is welcomed, so please contact Laura Roberts for further information.
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.
Contact / a discussion about the post is welcomed, so please contact Laura Roberts for further information.
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 administrative experience.
Desirable
- 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 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
- 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.
- Copy type and transcribe accurately from audiotape and/or shorthand, at a minimum speed of 50 wpm
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 administrative experience.
Desirable
- 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 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
- 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.
- Copy type and transcribe accurately from audiotape and/or shorthand, at a minimum speed of 50 wpm
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).
