Hertfordshire Partnership University NHS Foundation Trust

Team Secretary

This job is now closed

Job summary

We have an opportunity for an experienced Team Secretary to join us in the Adult community mental health team in Rosanne House delivering high quality admin support to the mental health care services.

As a Team secretary, you will lead in the provision of a comprehensive, professional, effective secretarial, administrative role focusing on the co-ordination of initial assessments and overseeing the process within a given time frame. This includes pulling reports,booking IAs, answering the telephone, note taking, updating and setting up systems for administration, records, on-going database management and daily email management. The post holder will be required to work independently using their initiative and applying a high degree of confidentiality to all of their work. All staff should comply with the Trust's Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.

Please be aware that this role in not eligible for Sponsorship.

Main duties of the job

Responsibility for ensuring all correspondence is accurately and appropriately presented.

E-mail management

Initial assessments and/or Clinical Diary management

To be highly skilled and experienced in the full range of secretarial work practices, software programs.

To use appropriate programs on a daily basis to create a variety of documents to meet the diverse needs of the team.

To transcribe formal minutes of meetings and distribute and store/file as necessary.

To be responsible for the accurate storage and retrieval of information according to the Data Protection Act 1984 and Freedom of Information Act 2000 and archiving where possible Responsible for a number of data bases and filing systems

To use knowledge, and experience to meet the needs of the service by completing tasks on a daily basis

To update skills as necessary and attend mandatory training.

About us

Hertfordshire Partnership University NHS Foundation Trust (HPFT) is an outstanding organization with ambitions to match. We are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from the Care Quality Commission, and our aim is to be the leading provider of mental health and specialist learning disability services in the country.

Our family of over 3500 members of staff provide health and social care for over 400,000 people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, and Norfolk, delivering these services within the community and several inpatient settings. We also deliver a range of nationally commissioned specialist services including Tier 4 services for children and young people, perinatal services, plus medium and low secure learning disabilities services.

The care we provide makes a fantastic difference to the lives of our service users, their families and carers - everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:

Our Trust values are:

Welcoming. Kind. Positive. Respectful. Professional.

These values are at the core of who we are, everything we do, and how we do it!

Date posted

27 September 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year per annum, pro rata + 5% of basic salary (min £1,192 max £2,011)

Contract

Permanent

Working pattern

Part-time

Reference number

367-PLAN-8476-B

Job locations

Rosanne House, Welwyn Garden City AL8 6HG

Parkway,

Welwyn Garden City

AL8 6HG

Job description

Job responsibilities

The Adult Community team is a dynamic, fast paced service. We are looking for someone who can use their initiative, possess mature judgement.

You will be skilled in organization of appointments, making sure that we offer appointments adhering to statutory time scales.

You will be able to record accurate and timely records of meetings.

You will be able to work with clinicians and other clinical staff to make sure that paperwork is completed in accordance with guidelines.

You will be flexible as the post is continually developing in order to meet the ever changing demands and needs of the service.

For a more detailed Person and Job Description please read attached

Job description

Job responsibilities

The Adult Community team is a dynamic, fast paced service. We are looking for someone who can use their initiative, possess mature judgement.

You will be skilled in organization of appointments, making sure that we offer appointments adhering to statutory time scales.

You will be able to record accurate and timely records of meetings.

You will be able to work with clinicians and other clinical staff to make sure that paperwork is completed in accordance with guidelines.

You will be flexible as the post is continually developing in order to meet the ever changing demands and needs of the service.

For a more detailed Person and Job Description please read attached

Person Specification

Qualifications

Essential

oGood standard of English.
oECDL qualification.
oExperience as a Secretary/Administrator.
oExperience in a mental health environment or NHS.
oAdvanced keyboard skills.
oTrained and experienced at intermediate level in a range of software packages, Word, Excel, and PowerPoint.
oGood working knowledge of email and internet.

Desirable

oAdvanced secretarial skills such as audio and shorthand.

Experience

Essential

oThe ability to organise and prioritise own workload within any specified guidelines where guidance is not readily available, but at set intervals.
oProficient in diary management co-ordinating appointments to ensure best use of Managers' time.
oExperience of transcribing formal minutes of meetings.
oIndependent/lone working and team working skills.
oExperience of adapting to change and managing work in a changing environment.
oEvidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work.

Person Specification

Qualifications

Essential

oGood standard of English.
oECDL qualification.
oExperience as a Secretary/Administrator.
oExperience in a mental health environment or NHS.
oAdvanced keyboard skills.
oTrained and experienced at intermediate level in a range of software packages, Word, Excel, and PowerPoint.
oGood working knowledge of email and internet.

Desirable

oAdvanced secretarial skills such as audio and shorthand.

Experience

Essential

oThe ability to organise and prioritise own workload within any specified guidelines where guidance is not readily available, but at set intervals.
oProficient in diary management co-ordinating appointments to ensure best use of Managers' time.
oExperience of transcribing formal minutes of meetings.
oIndependent/lone working and team working skills.
oExperience of adapting to change and managing work in a changing environment.
oEvidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work.

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.

Employer details

Employer name

Hertfordshire Partnership University NHS Foundation Trust

Address

Rosanne House, Welwyn Garden City AL8 6HG

Parkway,

Welwyn Garden City

AL8 6HG

Employer's website

https://www.hpft.nhs.uk/careers/ (Opens in a new tab)

Employer details

Employer name

Hertfordshire Partnership University NHS Foundation Trust

Address

Rosanne House, Welwyn Garden City AL8 6HG

Parkway,

Welwyn Garden City

AL8 6HG

Employer's website

https://www.hpft.nhs.uk/careers/ (Opens in a new tab)