Job summary
We are looking to recruit for a Team PA/Secretary - Part time 28.5 hours per week.
You will lead in the provision of a comprehensive, professional, effective secretarial and administrative service
You will be the first point of reference for our senior management team and as such must display must possess mature judgement and maintain a calm, friendly and efficient manner when dealing colleagues and visitors.
You 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 Trust works in close partnership with Hertfordshire County Council and also with other NHS organisations to promote and support mental health in the community. We also provide specialist learning disability services in Norfolk and North Essex.
Please be aware that this role is NOT eligible for Sponsorship. You must have the right to work in the UK. If you are on a graduate visa, you must have at least 12 months before expiry date.
If you already work for HPFT on a health and care visa, you will NOT be able to transfer your visa to this role as this role is NOT eligible for Sponsorship
Previous applicants need not apply.
Start date to be confirmed at interview
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 program's.
To use proficient internet skills to access, search and retrieve data.
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
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
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
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
For a more detailed description, please see attached Job and Person Specification before applying
Job description
Job responsibilities
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
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
For a more detailed description, please see attached Job and Person Specification before applying
Person Specification
QUALIFICATIONS/EDUCATION/TRAINING
Essential
- Advanced keyboard skills
- Experienced at intermediate level in a range of software packages; Word, Excel PowerPoint
- Good working knowledge of email and internet
- Good standard of English
- Numerate
- Advanced secretarial skills
- At least 2/3 years' experience in a secretarial environment
- Experience in a mental health environment or NHS
PREVIOUS EXPERIENCE
Essential
- Evidence of the ability to organise and plan complex events, such as training sessions and the therapy groups
- Proficient in diary management, coordinating appointments to ensure best use of Managers' time
- 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
- Proficient in diary management coordinating appointments to ensure best use of Managers' time
- Experience of transcribing formal minutes of meetings
- Independent/lone working and team working skills.
- Evidence of ability to be flexible and show initiative, sensitivity, and enthusiasm to work.
ANALYTICAL SKILLS
Essential
- Responsibility of maintaining accurate records of all referrals and patient details, discharging patients, and notifying all professionals and agencies involved.
COMMUNICATION SKILLS
Essential
- Excellent verbal and written communication and presentation skills in person, on telephone, 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
Person Specification
QUALIFICATIONS/EDUCATION/TRAINING
Essential
- Advanced keyboard skills
- Experienced at intermediate level in a range of software packages; Word, Excel PowerPoint
- Good working knowledge of email and internet
- Good standard of English
- Numerate
- Advanced secretarial skills
- At least 2/3 years' experience in a secretarial environment
- Experience in a mental health environment or NHS
PREVIOUS EXPERIENCE
Essential
- Evidence of the ability to organise and plan complex events, such as training sessions and the therapy groups
- Proficient in diary management, coordinating appointments to ensure best use of Managers' time
- 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
- Proficient in diary management coordinating appointments to ensure best use of Managers' time
- Experience of transcribing formal minutes of meetings
- Independent/lone working and team working skills.
- Evidence of ability to be flexible and show initiative, sensitivity, and enthusiasm to work.
ANALYTICAL SKILLS
Essential
- Responsibility of maintaining accurate records of all referrals and patient details, discharging patients, and notifying all professionals and agencies involved.
COMMUNICATION SKILLS
Essential
- Excellent verbal and written communication and presentation skills in person, on telephone, 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
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.
