Job summary
The Adult Mental Health City South Local Mental Health Team, based at the Stonebridge Centre in Carlton, have an exciting opportunity for an experienced Secretary to join their highly regarded administration team.
The role requires an experienced professional secretary who has a flexible approach to work and the ability to prioritise and work on their own initiative.
Main duties of the job
The role requires the post holder, under the supervision of the Admin Team Leader, to be responsible for ensuring that accurate work is completed within agreed time limits, frameworks and set standards.
The post holder will be provide, as part of a team, Administration and Secretarial support to a variety of clinicians, within a Secondary Mental Health Service setting.
The pos tholder should have a minimum of RSA/OCR III typing/word processing and a NVQ Level 3 Business Admin qualification or relevant practical experience to this standard.
The post holder should have excellent communication skills, with the ability to deal with telephone calls efficiently and sensitively as well as being always aware of the need for discretion and confidentiality.
The post holder should be proficient in the use of Microsoft Office packages and undertake all duties to ensure the smooth running of the service. This includes booking appointments, typing letters following clinic appointments, typing of reports, liaising with Clinicians and covering reception cover as and when required.
The post holder will be required to facilitate and minute meetings as and when required for the team, undertaking associated duties as required. You must have excellent organisational and time management skills and experience of working without supervision.
About us
Nottinghamshire Healthcare employs over 10,000 colleagues who help #MakeADifference every day. We provide intellectual disability, mental health, community health, forensic and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire and South Yorkshire. Care is delivered from over 120 sites within the community from acute settings and across low, medium and high secure environments including prisons.
As one of the largest mental health and community trusts in the East Midlands and one of the biggest employers in Nottinghamshire. We are also home to national and regional services such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We are committed to flexible and agile working, including the opportunity to join our bank.
Your health and wellbeing is our priority and as such we invest significantly in this via our in-house Occupational Health Service, Staff Counselling Service and Health and Wellbeing Team.
We offer a number of employee-led staff networks, including Equality, Diversity and Inclusion (EDI) groups, our Green Champions Network, Freedom to Speak Up Network. Health and Wellbeing Champions Network and Menopause Champions. We provide care to a diverse range of communities and are passionate about supporting diversity and inclusion in the Trust.
If you believe in our values of Trust, Honesty, Respect, Compassion and Teamwork, then we would love to hear from you!
#TeamNottsHC
Job description
Job responsibilities
Provide an efficient secretarial/administration/reception support service.
Produce high quality reports within agreed deadlines as required.
To undertake office duties including diary management, opening and distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents, typing, photocopying, collating of documents and electronic filing as well as general administration support services.
To deal with requests and enquiries and forward them to the relevant team member.
Facilitate meetings including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking.
To be able to work flexibly and provide cover which may include the requirement to travel to different sites.
To manage, update and maintain diary schedules, ensuring that appropriate practices and agreed criteria are met. Workload management and organisation is maintained conflicting and amended appointments are actioned appropriately.
Responsible for ensuring that accurate work is completed within the time limits and standards set.
To work effectively both independently and as a team member.
Responsible for own Mandatory Training requirements.
To ensure medical records are filed in line with Information Governance procedures.
Resolve or signpost queries from patients, carers, internal departments and external agencies as appropriate.
To undertake any other duties that would be a reasonable expectation of the role.
Please note that this post may not meet the pay and skill level required for a Skilled worker visa.
Successful applicants with no prior NHS experience would normally be placed at the bottom of Agenda for Change Band 3. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.
Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa
Job description
Job responsibilities
Provide an efficient secretarial/administration/reception support service.
Produce high quality reports within agreed deadlines as required.
To undertake office duties including diary management, opening and distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents, typing, photocopying, collating of documents and electronic filing as well as general administration support services.
To deal with requests and enquiries and forward them to the relevant team member.
Facilitate meetings including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking.
To be able to work flexibly and provide cover which may include the requirement to travel to different sites.
To manage, update and maintain diary schedules, ensuring that appropriate practices and agreed criteria are met. Workload management and organisation is maintained conflicting and amended appointments are actioned appropriately.
Responsible for ensuring that accurate work is completed within the time limits and standards set.
To work effectively both independently and as a team member.
Responsible for own Mandatory Training requirements.
To ensure medical records are filed in line with Information Governance procedures.
Resolve or signpost queries from patients, carers, internal departments and external agencies as appropriate.
To undertake any other duties that would be a reasonable expectation of the role.
Please note that this post may not meet the pay and skill level required for a Skilled worker visa.
Successful applicants with no prior NHS experience would normally be placed at the bottom of Agenda for Change Band 3. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.
Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa
Person Specification
Qualifications and Skills
Essential
- Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience
- Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience
- Minute taking
- Microsoft Office ie Database, Excel, Word, Powerpoint
- Good interpersonal skills
- Good numeracy and literacy skills
Desirable
- Knowledge of patient information systems
- Medical Terminology
Experience
Essential
- Scheduling/Diary Management
- Experience of working a customer facing role
- Previous experience working in an office environment
- Ability to work as an effective team member
Desirable
- Experience of working within the NHS
Values and Behaviours
Essential
- All staff should be able to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion as identified within the Trust's Equality and Diversity Policy and associated Equality, Diversity and Human Rights legislation
- All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
Person Specification
Qualifications and Skills
Essential
- Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience
- Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience
- Minute taking
- Microsoft Office ie Database, Excel, Word, Powerpoint
- Good interpersonal skills
- Good numeracy and literacy skills
Desirable
- Knowledge of patient information systems
- Medical Terminology
Experience
Essential
- Scheduling/Diary Management
- Experience of working a customer facing role
- Previous experience working in an office environment
- Ability to work as an effective team member
Desirable
- Experience of working within the NHS
Values and Behaviours
Essential
- All staff should be able to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion as identified within the Trust's Equality and Diversity Policy and associated Equality, Diversity and Human Rights legislation
- All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
