Support Services Secretary

Leeds and York Partnership NHS Foundation Trust

The closing date is 11 December 2024

Job summary

An exciting opportunity has arisen, as we are looking for an enthusiastic candidate to provide secretarial and administrative services for the Single Point of Access (SPA)/Switchboard Service. This is a full time post working over three or four days per week, Monday-Friday. The successful applicant will need to be highly motivated, positive, and able to work under pressure, often managing varying admin tasks. There is an expectation that they will be able to work as part of a team and individually using their own initiative. The post is based around operating the Trust's Switchboard and completing referrals to Mental Health Services within the Trust. You will be expected to support the day-to-day functioning of the service, as described in the Main Duties section of this advertisement.

Main duties of the job

The main duties of the role are:

- Providing a comprehensive telephone service, communicating with staff, service users, professionals and members of the public.

- Completing referrals to mental health services across the Trust.

- Providing out of hours administrative support for clinical teams, for example, by allocating shifts to bank staff.

- Secretarial support including the minuting of team meetings, audio-typing and supporting with general administrative tasks.

About us

The Leeds and York Partnership NHS Foundation Trust (LYPFT) is the main provider of Mental Health and Learning Disability services in Leeds. We also provide specialist inpatient services in York and some highly specialised services across the country. As a teaching trust with strong links to local universities, we are a centre of excellence for teaching,research and development.

There are many benefits of working for LYPFT including fantastic employee wellbeing support, 27 - 33 days annual leave, flexible working and remote working arrangements, the NHS Pension Scheme, coaching, support and opportunities for career development and training and education support alongside a range of exclusive discounts and payment schemes including for cars, extra leave days and more NHS Discount Offers.

We also have an incredible bank department, offering variety of roles in nursing, allied health professions, healthcare support worker and administration clerical. Permanent employees are automatically added to bank.

Applicants should be aware that for any individual who requires a visa to work in the UK, the Trust provides sponsorship for registered healthcare practitioner roles only. This is an essential requirement of the role, and the Trust is unable to offer you a role if you are unable to meet Trust requirements for sponsorship and Home Office requirements for a visa.

Date posted

27 November 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

173-60524-ACUTE

Job locations

SPA/ Switchboard Team

Leeds

LS9 7BE

Job description

Job responsibilities

- Have daily telephone contact with service users, visitors, staff, other departments within the Trust and partner organisations.

- Participate in the collection of information, record and accurately input any data.

- Handle information which will be of a confidential and sensitive nature in accordance with Trust Information Governance policy. You will be required to meet NHS standards for confidentiality and information sharing.

- Deal with telephone calls, taking accurate messages, responding appropriately, and passing information on from members of the public, GPs, and other health professionals. You will provide non-clinical information and advice to patients and relatives within the boundaries of the role.

- Be expected to understand and recognise urgent messages and the need for an appropriate response and action within the boundaries of the role.

- Provide a full secretarial and administrative service to the identified multi-disciplinary teams. This will include (not exhaustive): word processing, audio typing and typing of correspondence.

- Develop effective working relationships with your direct team coordinator, the support service team, and clinical teams.

- Participate in meetings (MDTs and team meetings etc.) as required keep updated with service issues and developments.

Job description

Job responsibilities

- Have daily telephone contact with service users, visitors, staff, other departments within the Trust and partner organisations.

- Participate in the collection of information, record and accurately input any data.

- Be expected to understand and recognise urgent messages and the need for an appropriate response and action within the boundaries of the role.

- Provide a full secretarial and administrative service to the identified multi-disciplinary teams. This will include (not exhaustive): word processing, audio typing and typing of correspondence.

- Develop effective working relationships with your direct team coordinator, the support service team, and clinical teams.

- Participate in meetings (MDTs and team meetings etc.) as required keep updated with service issues and developments.

Person Specification

Skills

Essential

Excellent communication skills and experience of dealing with members of the general public

Experience

Essential

Experience of working within a team and to communicate and work effectively within the team

Knowledge

Essential

Knowledge of Information Governance

Person Specification

Skills

Essential

Excellent communication skills and experience of dealing with members of the general public

Experience

Essential

Experience of working within a team and to communicate and work effectively within the team

Knowledge

Essential

Knowledge of Information Governance

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.