Job summary
Please note that this is a part-time (22.5hrs per week) 12month fixed term contract to cover maternity leave. This could be a perfect opportunity for you to learn and develop your understanding of administrative practice in mental health care in our locality. We are looking for a dedicated and experienced Senior Administrator/Medical Secretary to join our friendly team based at Huntington House in York
The Assertive Outreach team is based in an open plan office working alongside a multi-disciplinary team and supported by an experienced Team Secretary. The Medical Secretary role works closely with the Consultant Psychiatrist, junior medical staff and Advanced Nurse Practitioners to support us in delivering our Trust mission of co-creating a great experience for our patients, carers, and families.
If you are an individual with previous experience working as a Medical Secretary or Personal Assistant or Healthcare Team Administrator, are confident in using computer and information systems as part of your day-to-day work, thrive in a busy and dynamic setting, and are keen to join a team striving to make a real difference, then we are looking for you.
Main duties of the job
We are first and foremost looking for a colleague with a passion for helping people; someone who believes in delivering excellent customer service, who has a keen interest in learning and working in a health care setting and has a 'can do' attitude.
This role is at the heart of the multi-disciplinary team made up of occupational therapists, nurses, doctors, psychologists, and management. This role helps to enable these clinicians in providing the best possible care to our patients. The successful candidate will be able to evidence that they are comfortable multi-tasking in a busy environment, are confident offering supervisory support to other admin staff, can communicate confidently, build strong working relationships with a variety of people and can prioritise their workload. A genuine interest in understanding and supporting the challenges that mental health care provides.
Duties will include comprehensive, pro-active and re-active diary management for the Consultant and medical team; processing of digital dictation and production of patient letters; minute taking; accurate and timely record keeping (confidential, sensitive and legal information) on Trust patient management systems.
For full details please refer to the Job Description. For guidance on the application process, please refer to the TRAC helpful hints attached.
About us
As a member of our NHS Trust, you will receive a fantastic annual leave package (27 days which increases with service, plus bank holidays) and access to extensive staff benefits which includes:
NHS staff discounts in over 200 branded sites/stores.
A TEWV monthly staff prize draw
Car lease scheme
Access to Trust gyms
Option to purchase additional annual leave
Access to staff wellbeing support.
Staff recognition is very important to us; you may be recognised through the Greatix and Star Award schemes. Our Administrators are professionals and are a valuable asset to our organisation. We understand they have a key role in the support and delivery of our services and that their dedication helps us to provide safe and high-quality care for our patients. The kind of care we would want 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
Our Trust is dedicated to supporting our colleagues in providing an excellent working environment and encourages everyone to share their progressive ideas. All staff have regular 1-2-1 supervisions and an annual appraisal, which provides lots of opportunity for celebration of achievements, and discussions around challenges, and your aspirations.
You will work with the team administrator to deliver admin support. As a valuable member of the team, you will be invited to attend regular meetings to improve your knowledge and understanding of the services, you will also be required to minute meetings and keep accurate records. If successful, you will be supplied with a job plan and a fully supported induction.
A visit to the team would be most welcome, should you wish to ask any specific questions or request a visit please contact the team manager (details below). This is a rewarding role working in a desirable team, if you feel this is the challenge for you then we very much look forward to receiving your application.
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying, if you do not possess the minimum qualifications, you must be willing to undertake them to be fully compliant.
You must have the Right to Work in the UK in order to be successfully appointed to this role. Please note, this role does not meet the required eligibility criteria for sponsorship under the Skilled Worker visa and therefore the Trust is unable to offer sponsorship for this particular role
Job description
Job responsibilities
Our Trust is dedicated to supporting our colleagues in providing an excellent working environment and encourages everyone to share their progressive ideas. All staff have regular 1-2-1 supervisions and an annual appraisal, which provides lots of opportunity for celebration of achievements, and discussions around challenges, and your aspirations.
You will work with the team administrator to deliver admin support. As a valuable member of the team, you will be invited to attend regular meetings to improve your knowledge and understanding of the services, you will also be required to minute meetings and keep accurate records. If successful, you will be supplied with a job plan and a fully supported induction.
A visit to the team would be most welcome, should you wish to ask any specific questions or request a visit please contact the team manager (details below). This is a rewarding role working in a desirable team, if you feel this is the challenge for you then we very much look forward to receiving your application.
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying, if you do not possess the minimum qualifications, you must be willing to undertake them to be fully compliant.
You must have the Right to Work in the UK in order to be successfully appointed to this role. Please note, this role does not meet the required eligibility criteria for sponsorship under the Skilled Worker visa and therefore the Trust is unable to offer sponsorship for this particular role
Person Specification
Qualifications
Essential
- BTEC Diploma/Level 3 Diploma in Leadership and Management OR equivalent (i.e. NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Level 5 in Leadership and Management within an agreed timescale
- IT Qualification (i.e. ECDL Qualification, RSA, NVQ in Business Administration) OR equivalent knowledge gained through relevant work experience.
- Key skills/functional skills in literacy and numeracy Level 2 or O'Level (Grade C or above)/New GCSE in Maths and English (Grade 4 to 9)
Experience
Essential
- Implementing and maintaining systems and processes within an administration team.
- Leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service.
- Significant experience of working in an administrative environment including digital audio typing, Microsoft Office applications, diary management, filing systems, collating and presenting information.
- Co-ordinating meetings and associated duties.
- Extracting data and report preparation.
- Participation in service and quality improvement initiatives.
- Advanced typing skills and inputting data accurately and efficiency.
Knowledge
Essential
- Understanding of data protection and service user / staff confidentiality in line with defined procedures and guidelines.
- A sound understanding of quality improvement initiatives.
- Organising and completing demands and workloads meeting deadlines using delegation where necessary.
- Problem solving for an area of work or developing alternative or additional procedures
Skills
Essential
- Copy type and transcribe accurately from audiotape and/or shorthand.
- 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
- Work on own initiative, prioritise work and consistently meet deadlines
- Depending on work area, lead, motivate and manage staff in a positive manner to facilitate delivery of an effective service
Desirable
- Experience of MS Excel spreadsheets
Person Specification
Qualifications
Essential
- BTEC Diploma/Level 3 Diploma in Leadership and Management OR equivalent (i.e. NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Level 5 in Leadership and Management within an agreed timescale
- IT Qualification (i.e. ECDL Qualification, RSA, NVQ in Business Administration) OR equivalent knowledge gained through relevant work experience.
- Key skills/functional skills in literacy and numeracy Level 2 or O'Level (Grade C or above)/New GCSE in Maths and English (Grade 4 to 9)
Experience
Essential
- Implementing and maintaining systems and processes within an administration team.
- Leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service.
- Significant experience of working in an administrative environment including digital audio typing, Microsoft Office applications, diary management, filing systems, collating and presenting information.
- Co-ordinating meetings and associated duties.
- Extracting data and report preparation.
- Participation in service and quality improvement initiatives.
- Advanced typing skills and inputting data accurately and efficiency.
Knowledge
Essential
- Understanding of data protection and service user / staff confidentiality in line with defined procedures and guidelines.
- A sound understanding of quality improvement initiatives.
- Organising and completing demands and workloads meeting deadlines using delegation where necessary.
- Problem solving for an area of work or developing alternative or additional procedures
Skills
Essential
- Copy type and transcribe accurately from audiotape and/or shorthand.
- 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
- Work on own initiative, prioritise work and consistently meet deadlines
- Depending on work area, lead, motivate and manage staff in a positive manner to facilitate delivery of an effective service
Desirable
- Experience of MS Excel spreadsheets
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).
