Job summary
Whilst we welcome all applications from all suitable candidates, unfortunately, we will not be offering sponsorship for this role.
We are looking for a motivated individual to join our Medical Secretarial team within the Adult Community Mental Health Services based in Ware.
Our Administrators are pivotal to our work in providing first line contact to people who call us, and in providing a comprehensive, professional and effective administrative support to our team.
You will have the ability to work well within a team environment and be able to manage and prioritise workload, being able to work on their own initiative with minimal supervision.
In return, we offer structured supervision and access to training and development as part of your own personal development and support plan. A friendly and supportive team environment.
Main duties of the job
The job role involves providing comprehensive, professional, and effective secretarial and administrative support to the Adult Community Mental Health Service. You will be responsible for answering the telephone, note taking, sending letters, updating,and setting up systems for administration, records, on-going database management and daily email management.
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, you must display a considerable degree of tact, possess mature judgement and maintain a calm, friendly and efficient manner.
The right person will be able to work with a degree of autonomy and apply a high degree of confidentiality to all of their work.
About us
Hertfordshire Partnership University NHS Foundation Trustare 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
- Providing administrative support to the psychology team within ACMHS
- Responsible for logging new referrals, managing the service user opt in letters and the booking of the psychology assessments.
- Assisting the psychologists to co-ordinate psychology groups.
- To transcribe formal minutes of meetings and distribute and store/file as necessary.
- Management of the available equipment for the team.
- Responsibility for ensuring all correspondence is accurately and appropriately presented.
- E-mail management
- 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 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.
- To produce spreadsheets and KPIs
- Maintain reports to present to the senior psychology team
- Cover adhoc admin duties required by the team
- Provide reception cover during absences
For a more comprehensive Job and Person Specification please read attached before applying
Job description
Job responsibilities
- Providing administrative support to the psychology team within ACMHS
- Responsible for logging new referrals, managing the service user opt in letters and the booking of the psychology assessments.
- Assisting the psychologists to co-ordinate psychology groups.
- To transcribe formal minutes of meetings and distribute and store/file as necessary.
- Management of the available equipment for the team.
- Responsibility for ensuring all correspondence is accurately and appropriately presented.
- E-mail management
- 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 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.
- To produce spreadsheets and KPIs
- Maintain reports to present to the senior psychology team
- Cover adhoc admin duties required by the team
- Provide reception cover during absences
For a more comprehensive Job and Person Specification please read attached before applying
Person Specification
Qualifications
Essential
- A good standard of education to secondary level.
- Advanced IT skills
Experience
Essential
- Experience working in an office environment
- Experience recording and typing up meeting minutes
- Microsoft Office/Word/Excel/Outlook Packages.
- Experience creating and maintaining spreadsheets
Desirable
- NVQ3/RSA3 OR equivalent experience.
- Experience of typing letters
Knowledge & Skills
Essential
- To record and transcribe notes, either byhand or on a laptop in meetings.
- Maintain a filing system, both paper and computerised systems.
Desirable
- Ability to organise and prioritise ownworkload.
- Knowledge of medical terminology
- Proficient in diary management.
Communication Skills
Essential
- Ability to communicate with a range of people, whilst taking into account the confidential nature of the post.
Analytical Skills
Essential
- To make judgements, without direct supervision, as to the importance/urgency of workload issues.
Person Specification
Qualifications
Essential
- A good standard of education to secondary level.
- Advanced IT skills
Experience
Essential
- Experience working in an office environment
- Experience recording and typing up meeting minutes
- Microsoft Office/Word/Excel/Outlook Packages.
- Experience creating and maintaining spreadsheets
Desirable
- NVQ3/RSA3 OR equivalent experience.
- Experience of typing letters
Knowledge & Skills
Essential
- To record and transcribe notes, either byhand or on a laptop in meetings.
- Maintain a filing system, both paper and computerised systems.
Desirable
- Ability to organise and prioritise ownworkload.
- Knowledge of medical terminology
- Proficient in diary management.
Communication Skills
Essential
- Ability to communicate with a range of people, whilst taking into account the confidential nature of the post.
Analytical Skills
Essential
- To make judgements, without direct supervision, as to the importance/urgency of workload issues.
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
Cygnet House, 1 Old College Court, Priory Street, Ware, SG12 0DE
1 Old College Court, Priory Street
Ware
SG12 0DE
Employer's website
https://www.hpft.nhs.uk/careers/ (Opens in a new tab)
