Job summary
To lead in the provision of a comprehensive, professional, effective secretarial and administrative service within the specialist services division.
The post holder is the first point of reference and as such must display must possess mature judgement and maintain a calm, friendly and efficient manner when dealing colleagues and visitors. The post holder will be required to work independently using initiative, and applying a high degree of confidentiality to all of their work. To undertake duties without direct supervision, working within broad procedural guidelines. The worker will work closely with Head of Nursing, Deputy Head of Nursing, Clinical Director and the Operational Leads.
Main duties of the job
- Responsibility for ensuring all correspondence is accurately and appropriately presented.
- To be highly skilled and experienced in the full range of secretarial work practices, software programmes.
- To use proficient internet skills to access, search and retrieve data.
- To use touch typing, audio and shorthand skills as necessary in daily work
- To use appropriate software and equipment on a daily basis to create a variety of documents to meet the diverse needs of the managers.
- Advanced keyboard skills to be used to provide accurate and timely reports [touch typing at fast speed].
- To transcribe formal minutes of meetings and distribute and store/file as necessary.
- To support the managers in the interview process, dealing with associated paperwork.
- 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 are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from theCare Quality Commission.
Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Welcoming. Kind. Positive. Respectful. Professional.
Job description
Job responsibilities
- Responsibility for ensuring all correspondence is accurately and appropriately presented.
- To be highly skilled and experienced in the full range of secretarial work practices, software programmes.
- To use proficient internet skills to access, search and retrieve data.
- To use touch typing, audio and shorthand skills as necessary in daily work
- To use appropriate software and equipment on a daily basis to create a variety of documents to meet the diverse needs of the managers.
- Advanced keyboard skills to be used to provide accurate and timely reports [touch typing at fast speed].
- To transcribe formal minutes of meetings and distribute and store/file as necessary.
- To support the managers in the interview process, dealing with associated paperwork.
- 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
Planning and Organisational Skills
- To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
- To manage deadlines with unpredictable work patterns
- To concentrate on completing tasks during periods of frequent interruption from staff and switching attention
- To report and ensure equipment and environment faults are dealt with by relevant persons
- To create, maintain and update filing systems.
- To arrange/ set up meetings, send out invitation letters, book room, compile agendas and take formal minutes, as required
- Ensuring all messages are relayed as quickly as possible to Admin Managers and their teams
Job description
Job responsibilities
- Responsibility for ensuring all correspondence is accurately and appropriately presented.
- To be highly skilled and experienced in the full range of secretarial work practices, software programmes.
- To use proficient internet skills to access, search and retrieve data.
- To use touch typing, audio and shorthand skills as necessary in daily work
- To use appropriate software and equipment on a daily basis to create a variety of documents to meet the diverse needs of the managers.
- Advanced keyboard skills to be used to provide accurate and timely reports [touch typing at fast speed].
- To transcribe formal minutes of meetings and distribute and store/file as necessary.
- To support the managers in the interview process, dealing with associated paperwork.
- 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
Planning and Organisational Skills
- To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
- To manage deadlines with unpredictable work patterns
- To concentrate on completing tasks during periods of frequent interruption from staff and switching attention
- To report and ensure equipment and environment faults are dealt with by relevant persons
- To create, maintain and update filing systems.
- To arrange/ set up meetings, send out invitation letters, book room, compile agendas and take formal minutes, as required
- Ensuring all messages are relayed as quickly as possible to Admin Managers and their teams
Person Specification
QUALIFICATIONS/EDUCATION/TRAINING
Essential
- NVQ 3 or equivalent
- Advanced keyboard skills
- Experienced at intermediate level in a range of software packages; Word, Excel PowerPoint
- Good working knowledge of email and internet
- Proficient knowledge of PARIS
- Good standard of English
- Numerate
- ECDL qualification
- Advanced secretarial skills such as audio and shorthand
- At least 2/3 years experience in a secretarial environment
- Experience in a mental health environment or NHS
SKILLS/KNOWLEDGE/ABILITY
Essential
- Evidence of the ability to organise and plan complex events, such as training sessions and the therapy groups
- Specified guidelines where guidance is not readily available, but at set intervals
- Proficient in diary management co-ordinating appointments to ensure best use of Managers' time
- Experience of transcribing formal minutes of meetings
- Experience of supervising and training others
- 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
Person Specification
QUALIFICATIONS/EDUCATION/TRAINING
Essential
- NVQ 3 or equivalent
- Advanced keyboard skills
- Experienced at intermediate level in a range of software packages; Word, Excel PowerPoint
- Good working knowledge of email and internet
- Proficient knowledge of PARIS
- Good standard of English
- Numerate
- ECDL qualification
- Advanced secretarial skills such as audio and shorthand
- At least 2/3 years experience in a secretarial environment
- Experience in a mental health environment or NHS
SKILLS/KNOWLEDGE/ABILITY
Essential
- Evidence of the ability to organise and plan complex events, such as training sessions and the therapy groups
- Specified guidelines where guidance is not readily available, but at set intervals
- Proficient in diary management co-ordinating appointments to ensure best use of Managers' time
- Experience of transcribing formal minutes of meetings
- Experience of supervising and training others
- 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
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, Parkway, Welwyn Garden City Herts, AL8 6HG
Parkway
Welwyn Garden City Herts
AL8 6HG
Employer's website
https://www.hpft.nhs.uk/careers/ (Opens in a new tab)
