Clinical Team Secretary

Job description

Job responsibilities

To provide a full, effective and efficient administrative and secretarial support service to all staff within the Clinical Team co-ordinating adhoc daily administration tasks to ensure the effective and efficient running of the service

To audio/copy type and format correspondence following Outpatient Appointments and Domiciliary Visits ensuring timescales are met and information is saved accurately on the electronic system.

Will support the day to day diary management of Clinical and Medical Team Members.

To audio/copy type and format of all reports, letters, assessments, reviews, care plans, discharges etc as pertinent to the work of the Team within set timescales ensuring clinical coding as appropriate and accurate saving to the electronic system.

Assist in monitoring and advising with regard to waiting lists/appointment scheduling

To work within set processes and guidelines to maintain efficient, accurate and confidential record systems.

To assist in overseeing work on a day to day basis of any bank, temporary and admin support staff bringing any issues to the attention of Admin Team Lead.

To attend and participate in relevant team meetings including Administrative, Clinical and Business Meetings.

To deal with telephone enquiries from Service Users suffering with mental health illnesses using empathy, understanding, initiative, tact and tenacity where appropriate ensuring accurate information is forwarded appropriately in order for appropriate care and follow up to be facilitated.

To liaise with a range of internal and external personnel on a daily basis including Clinical Professionals, Service Users and their Families/Carers, GP practices, Consultants, Hospital departments and Health and Local Authority staff.

To offer support to both internal and external clinical meetings including:

- Sourcing and booking of suitable venue

- Invitations/Meeting apology collation for Chair in relation to meeting attendees

- Preparation of Meeting Agendas and dissemination of documentation pre meeting

- Taking, producing and distributing minutes of meetings and relevant documentation under direction of Chairperson/Admin Team Lead/Clinical staff.

To run and edit electronic system reports, updating and checking the quality of data supplied and inputted systematically checking the electronic system error reports and rectify data contained on a monthly basis.

To assist in the collation of up to date activity and data relevant to the team provision ensuring system data errors are addressed in a timely manner as raised by Quality and Performance Lead/Admin Team Lead.

Person Specification

Experience

Essential

• Ability to communicate at all levels
• Excellent customer service skills with the experience and ability to deal with telephone enquiries from other Agencies, Service Users, their families and carers as well as Mental Health professionals
• Ability to minute complex clinical meetings (roles at Band 3 and above)
• Diary management skills
• Proven audio typing skills
• Confident and approachable
• Adaptable and flexible in approach to working practice
• Initiative and proactive approach
• Ability to work under pressure
• Excellent IT skills Word, Excel, Powerpoint & Outlook
• Active and effective team member
• Willingness to undertake further training as required

Desirable

• Ability to deal with stressful situations and clients
• Fire Warden trained or willing to work towards if required by area of service
• First Aid trained or willing to work towards if required by area of service
• Proof Reading trained
• Clinical Coding trained (if required by area of service)
• AMSPAR trained (if required for role)
• ECDL trained
• Knowledge of mental health services
• Working knowledge of CPA
• Knowledge of hospital administration systems
• Previous customer service role
• Medical Terminology trained

Knowledge

Essential

• Team Working
• Maintaining databases and spreadsheets
• Understands the need for confidentiality
• Understanding of client group

Qualifications

Essential

• Educated to GCSE level grade A to C or equivalent including Mathematics and English Language
• RSA/OCR Grade 3 Typing/Word Processing standard

Desirable

• Previous NHS secretarial/ administrative experience and knowledge of hospital administration procedures
• Experience/willingness to undertake training in use of electronic systems
• Experience of working in a team

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

Navigo Health and Social Care CIC

Address

Val Waterhouse Centre

41-43 Kent Street

Grimsby

DN32 7DH

Employer's website

https://navigocare.co.uk/ (Opens in a new tab)