Job summary
The Team secretary will lead in the provision of comprehensive, professional, and effective secretarial administrative service to the whole team, focusing on the co-ordination of the consultant's clinical diary and letter/report audiotyping. This includes pulling reports, supporting the IA booking system when needed, 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 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.
Main duties of the job
- Responsibility for ensuring all correspondence is accurately and appropriately presented.
- E-mail management
- Clinical Diary management and/or Initial assessment booking coordination
- To produce spreadsheets and KPI's using Microsoft excel
- To be highly skilled and experienced in the full range of secretarial work practices, software programs.
- To use appropriate programs daily 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 several 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 the Care 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
- 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 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 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 relevant people. Physical Working Conditions and Environment - Regular and continuous use of VDU equipment.
- The post holder will need to spend long periods of time within an office Environment, sitting in a restricted position at VDU and keyboard Computer Information Resources
- To assist the managers in research and development activities such as audit.
- To undertake surveys/audits of own work area as necessary Using Trust business intelligence systems to produce reports. Producing spreadsheets and graphs using Excel.
Job description
Job responsibilities
- 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 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 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 relevant people. Physical Working Conditions and Environment - Regular and continuous use of VDU equipment.
- The post holder will need to spend long periods of time within an office Environment, sitting in a restricted position at VDU and keyboard Computer Information Resources
- To assist the managers in research and development activities such as audit.
- To undertake surveys/audits of own work area as necessary Using Trust business intelligence systems to produce reports. Producing spreadsheets and graphs using Excel.
Person Specification
QUALIFICATIONS/EDUCATION/TRAINING
Essential
- Advanced secretarial skills such as audio and shorthand.
- Good standard of English.
- ECDL qualification.
- Experience as a Secretary/Administrator.
- Experience in a mental health environment or NHS.
- Advanced keyboard skills.
- Trained and experienced at intermediate level in a range of software packages, Word, Excel, and PowerPoint.
- Good working knowledge of email and internet
PREVIOUS EXPERIENCE
Essential
- The ability to organise and prioritise own workload within any specified guidelines where guidance is not readily available, but at set intervals.
- Proficient in diary management coordinating 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.
COMMUNICATION SKILLS
Essential
- Excellent verbal and written communication and presentation skills in person, on telephone, fax, or email.
- To be experienced in dealing with people in distress in a calm and confident manner, using de-escalation skills where appropriate.
- To have proven skills and experience establishing effective working relationships with Managers and colleagues.
ANALYTICAL SKILLS
Essential
- Problem solving, decision making and analytical skills
- Responsibility of maintaining accurate records of all referrals and patient details, discharging patients, and notifying all professionals and agencies involved.
Person Specification
QUALIFICATIONS/EDUCATION/TRAINING
Essential
- Advanced secretarial skills such as audio and shorthand.
- Good standard of English.
- ECDL qualification.
- Experience as a Secretary/Administrator.
- Experience in a mental health environment or NHS.
- Advanced keyboard skills.
- Trained and experienced at intermediate level in a range of software packages, Word, Excel, and PowerPoint.
- Good working knowledge of email and internet
PREVIOUS EXPERIENCE
Essential
- The ability to organise and prioritise own workload within any specified guidelines where guidance is not readily available, but at set intervals.
- Proficient in diary management coordinating 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.
COMMUNICATION SKILLS
Essential
- Excellent verbal and written communication and presentation skills in person, on telephone, fax, or email.
- To be experienced in dealing with people in distress in a calm and confident manner, using de-escalation skills where appropriate.
- To have proven skills and experience establishing effective working relationships with Managers and colleagues.
ANALYTICAL SKILLS
Essential
- Problem solving, decision making and analytical skills
- Responsibility of maintaining accurate records of all referrals and patient details, discharging patients, and notifying all professionals and agencies involved.
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).
