Job summary
An opportunity has arisen for an organised, efficient, and enthusiastic individual to join our team in Forest House.
The inpatient unit provides support for young people suffering with emotional, behavioural and psychiatric problems. The unit offers a 24-hour, 7 day a week service, assessing, treating and evaluating care through a variety of therapeutic techniques, family work, individual work, group work and the day-to-day milieu.
The postholder would be working in a friendly and busy team, and will be ideal for an individual who is skilled in general administrative work, as well as secretarial skills. The post holder will require a considerable degree of initiative, possess mature judgement and maintain a friendly and efficient manner when dealing with service users, their relatives, colleagues and visitors. A good level of competency in using Microsoft Office is required along with the ability to work under pressure, whilst keeping a calm and professional approach. To be successful you will also need to demonstrate excellent communication skills, both written and verbal, as well as the ability to work effectively as part of a team.
All applicants will contribute towards the promoting of HPFT values: welcoming, kind, positive, respectful and professional. The CAMHS North team pride themselves on working to be an inclusive working environment for both staff and young people.
Please note, due to the nature of the role the post holder will be required to work on site.
Main duties of the job
The duties of the post include (but not limited to):
- Answering the phones
- Signposting people to the correct staff member, team or outside agency
- Planning diaries
- Data entry/ quality
- Minute Taking
- Letter typing
- Ordering equipment and supplies
- General administrative tasks (copying, scanning, printing etc)
- Supporting with annual leave requests
About us
"Hertfordshire Partnership University NHS Foundation Trust (HPFT) is an outstanding organisation with ambitions to match. We are one of just fivemental health trusts to achieve an overall rating of 'Outstanding' from theCare 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!
Would you like to be part of the HPFT family? Would you like work with us to ensure our service users live the fullest lives possible they can? Would you like to be supported in your career to be the best that you can be?
Then please read on..."
Job description
Job responsibilities
You will be responsible for audio typing letters and reports, booking appointments, answering the telephone, taking messages, passing relevant queries to the staff team, managing the team referral inbox, organising rooms bookings, sending out agendas, taking meeting minutes and following up on action points, updating individual patient records, and other general administrative duties.
This is a busy and varied role so good interpersonal skills are required. As some of the work will involve speaking to service users on the telephone, the post holder must display a considerable degree of tact, possess mature judgement, and maintain a calm, friendly and efficient manner. The post holder will be required to work independently and apply a high degree of confidentiality to all their work. They should follow Trust policies relevant to their work.
The post holder will ensure that all administrative processes run smoothly and efficiently and that all departmental processes and procedures are adhered to.
The post holder will be required to work independently using initiative, whilst maintaining confidentiality and ensuring clear communication with the clinicians in the team and wider colleagues. To undertake non-routine duties without direct supervision, working within broad procedural guidelines.
All staff should comply with the Trusts Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.
Job description
Job responsibilities
You will be responsible for audio typing letters and reports, booking appointments, answering the telephone, taking messages, passing relevant queries to the staff team, managing the team referral inbox, organising rooms bookings, sending out agendas, taking meeting minutes and following up on action points, updating individual patient records, and other general administrative duties.
This is a busy and varied role so good interpersonal skills are required. As some of the work will involve speaking to service users on the telephone, the post holder must display a considerable degree of tact, possess mature judgement, and maintain a calm, friendly and efficient manner. The post holder will be required to work independently and apply a high degree of confidentiality to all their work. They should follow Trust policies relevant to their work.
The post holder will ensure that all administrative processes run smoothly and efficiently and that all departmental processes and procedures are adhered to.
The post holder will be required to work independently using initiative, whilst maintaining confidentiality and ensuring clear communication with the clinicians in the team and wider colleagues. To undertake non-routine duties without direct supervision, working within broad procedural guidelines.
All staff should comply with the Trusts Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.
Person Specification
QUALIFICATIONS/EDUCATION/TRAINING
Essential
- RSA III/NVQ 3 or equivalent
- Advanced keyboard skills
- Trained and experienced at intermediate level in a range of software packages, Word, Excel PowerPoint
- Good working knowledge of email and internet
- Good standard of English and Numerate
- Significant experience in a secretarial environment
Desirable
- Proficient knowledge of care notes
- ECDL qualification
- Advanced secretarial skills such as audio
- Experience in a mental health environment or NHS
- Knowledge of terms used by Mental Health in their day to day working
PREVIOUS EXPERIENCE
Essential
- Evidence of the ability to organise and plan complex events, such as training sessions and meetings
- The ability to organise and prioritise own workload within any specified guidelines where guidance is not readily available, but at set intervals
- Experience of transcribing formal minutes of meetings
- Independent/lone working and team working skills
- Experience of adapting to change and managing work in a changing environment
- Evidence of ability to be flexible and show initiative, sensitivity, and enthusiasm to work
Desirable
- Proficient in diary management co- ordinating appointments to ensure best use of Managers' time
- Experience of supervising and training others,
Person Specification
QUALIFICATIONS/EDUCATION/TRAINING
Essential
- RSA III/NVQ 3 or equivalent
- Advanced keyboard skills
- Trained and experienced at intermediate level in a range of software packages, Word, Excel PowerPoint
- Good working knowledge of email and internet
- Good standard of English and Numerate
- Significant experience in a secretarial environment
Desirable
- Proficient knowledge of care notes
- ECDL qualification
- Advanced secretarial skills such as audio
- Experience in a mental health environment or NHS
- Knowledge of terms used by Mental Health in their day to day working
PREVIOUS EXPERIENCE
Essential
- Evidence of the ability to organise and plan complex events, such as training sessions and meetings
- The ability to organise and prioritise own workload within any specified guidelines where guidance is not readily available, but at set intervals
- Experience of transcribing formal minutes of meetings
- Independent/lone working and team working skills
- Experience of adapting to change and managing work in a changing environment
- Evidence of ability to be flexible and show initiative, sensitivity, and enthusiasm to work
Desirable
- Proficient in diary management co- ordinating appointments to ensure best use of Managers' time
- Experience of supervising and training others,
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.
