Job summary
We're seeking an experienced secretary, who is organised, friendly, approachable, and self-motivated, to join our small admin team in providing secretarial services to our clinical teams within our adult mental health outpatient community services.
You will need to possess excellent communication skills both written and verbal is essential, alongside proven secretarial skills and the ability to multitask within a fast-paced environment.
You will need to be a team player and demonstrate sensitivity and confidentiality, due to the nature of our service, with the ability to work autonomously and have a strong work ethic with the flexibility to prioritise a varied workload.
Main duties of the job
You will be working alongside your admin colleagues, to provide comprehensive administrative and secretarial services to our clinical and medical teams. Your main focus will require you to produce accurate letters and reports via our digital dictation system (Bighand), correspond effectively via e-mail communications, and arrange/re-schedule patient clinic appointments.
Using our electronic patient record system (SystmOne) you will need to produce accurate data inputting as well as scan, print and upload various correspondence.
Being able to demonstrate empathy and maintain confidentiality is also essential, as you will be required to answer complex telephone queries, where you will need to respond professionally to enquiries both internally and externally and possess the ability to exercise judgement and problem solve quickly.
You will be supporting our Medical Secretaries with providing cover in their absence, as well as working flexibly with your admin colleagues, to provide cross cover for our community outpatient's reception, where necessary.
About us
At Coventry and Warwickshire Partnership NHS Trust (CWPT), we deliver a wide range of physical, mental health, learning disability and autism services, and are proud to serve communities across Coventry, Warwickshire and beyond.
We put 'people at our heart'; this ethos is at the centre of everything we do and how we do it. We care for our staff and colleagues as much as they care for others and offer a wide range of benefits and development opportunities.
- generous annual leave entitlement which increases during your time with us
- excellent learning and development opportunities, including apprenticeship frameworks, distance learning, internal training, coaching and mentoring, and much more
- salary sacrifice schemes for lease car/ vehicle, Cycle to Work, home and electronics, gym membership and more
- discounts with a range of retailers, restaurants and entertainment venues through our Employee Assistance Programme and NHS discount schemes
- wellbeing support, including an in-house counselling service, external helpline and more
- staff networks and support group
We're always on the lookout for people who share our passion for improving the lives and wellbeing of people in our community, as well as our values of compassion, collaboration, excellence, integrity and respect.
Job description
Job responsibilities
It is essential you have a good knowledge and experience of using Microsoft Office systems, whilst training will be provided for our in-house systems, such as SystmOne (Electronic Patient Record (EPR) and Big Hand (Digital Dictation system) etc.
Your key responsibilities will be varied but you will need to have a good understanding and proven experience in providing administrative and secretarial services, possess excellent communications and IT skills.
Although our team secretaries are based on site, the clinical teams we support are based across several sites within South Warwickshire & Coventry and you may be required to travel to support our service needs or attend training. Travel expenses will be paid.
For more information on this role please see the attached support information. This will give you a better overview of the job role and requirements.
Job description
Job responsibilities
It is essential you have a good knowledge and experience of using Microsoft Office systems, whilst training will be provided for our in-house systems, such as SystmOne (Electronic Patient Record (EPR) and Big Hand (Digital Dictation system) etc.
Your key responsibilities will be varied but you will need to have a good understanding and proven experience in providing administrative and secretarial services, possess excellent communications and IT skills.
Although our team secretaries are based on site, the clinical teams we support are based across several sites within South Warwickshire & Coventry and you may be required to travel to support our service needs or attend training. Travel expenses will be paid.
For more information on this role please see the attached support information. This will give you a better overview of the job role and requirements.
Person Specification
Desirable
Essential
- Good General Education (eg. GCSE English and Maths A-C)
- Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
- Advanced keyboard / IT skills Including audio typing
- Experience of working in a busy office / customer care environment
- Experience of working with a range of Microsoft Office packages (eg. Word, Outlook)
Desirable
- QCF Business Administration Level 2
- QCF Customer Service Level 2
- Ability to manage and prioritise own and other's workload and use own initiative
- Good organisation skills and ability to multitask
- Good time management skills
- Good knowledge and understanding of reception / office procedures
- Previous or Current Secretarial Experience
- Ability to maintain relevant & accurate recording onto information systems
- Understand confidentiality and apply the principles in every day working practice
Person Specification
Desirable
Essential
- Good General Education (eg. GCSE English and Maths A-C)
- Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
- Advanced keyboard / IT skills Including audio typing
- Experience of working in a busy office / customer care environment
- Experience of working with a range of Microsoft Office packages (eg. Word, Outlook)
Desirable
- QCF Business Administration Level 2
- QCF Customer Service Level 2
- Ability to manage and prioritise own and other's workload and use own initiative
- Good organisation skills and ability to multitask
- Good time management skills
- Good knowledge and understanding of reception / office procedures
- Previous or Current Secretarial Experience
- Ability to maintain relevant & accurate recording onto information systems
- Understand confidentiality and apply the principles in every day working practice
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.
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
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.
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
