Job summary
Based at Mandala Centre we require a Clinical Team Secretary to join a friendly, dynamic and professional multi-disciplinary team working within our Nottingham Eating Disorders Service.
This role requires an experienced secretary to provide an efficient and comprehensive secretarial service to support the multi disciplinary team. The role would suit someone who is highly motivated, able to work on their own initiative and has a flexible and adaptable approach with excellent multi-tasking abilities. This role will specifically support the provision of Physical Blood Monitoring of all Eating disorder patients within both the CAMHS and Adult services. Candidate needs to be highly proficient in the use of Excel and data collection.
Our core business hours are 9.00am to 5.00pm Monday to Friday.
Main duties of the job
- Clear and effective communication skills
- Excellent knowledge of Microsoft Excel and databases
- Flexible approach to working practices
- Ability to prioritise workload
- Time management skills
- Ability to work without direction supervision
- Ability to communicate with clients, carers, staff and visitors in an appropriate manner
- Flexibility to cover admin colleagues
- Excellent telephone manner
- Ability to follow instructions and guidelines
- Knowledge of Confidentiality and the Data Protection Act
- Ability to demonstrate an understanding of Equality and Diversity principles
- Experience of working with databases, Microsoft Office, audio typing, minute taking
Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.
You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies.
About us
#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.
We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.
The health and wellbeing of colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.
Job description
Job responsibilities
The ideal candidate must be confident and have excellent communication skills. It is paramount that the candidate has the ability to multitask in this very busy demanding role. You must have knowledge of Microsoft packages including Outlook and Word to be able to format letters in a timely manner. Providing a full secretarial, electronic diary management service to medical consultants. The ideal candidate must be able to work confidently within a multi disciplinary team of nurses, consultants and support workers. With minimal audio typing the role will be mainly letterising GP letters from our Rio system. As a Team Clinical Secretary, you must have an excellent telephone manner when responding to demanding and sometimes distressing calls from our service users.To drive forward our physical blood monitoring process, being innovative in your approach and supporting the training of colleagues in this area of expertise. The Clinical Team Secretary must be able to assist the Admin Lead and Clinical Team in adhering to performance targets by the retrieval of data from the Trusts reporting system. To cover in the absence of other admin colleagues across both the Mandala Site and Pebble Bridge, Hopewood Hospital. To undertake any other duties which may reasonably be regarded as within the nature of the duties and responsibilities / grade of the post as defined, subject to the proviso that normally any changes of a permanent nature shall be incorporated into the job description in specific terms. Please note this post does not meet skill level required for a Skilled worker visa. Applicants requiring a Skilled Worker visa will usually need to be in a role which is at Band 3 or above, however please note not all Band 3 roles are capable of sponsorship. You can determine the likelihood of obtaining Sponsorship against the relevant skill and pay criteria here Immigration Rules - Immigration Rules Appendix Skilled Occupations - Guidance - GOV.UK (www.gov.uk)
Job description
Job responsibilities
The ideal candidate must be confident and have excellent communication skills. It is paramount that the candidate has the ability to multitask in this very busy demanding role. You must have knowledge of Microsoft packages including Outlook and Word to be able to format letters in a timely manner. Providing a full secretarial, electronic diary management service to medical consultants. The ideal candidate must be able to work confidently within a multi disciplinary team of nurses, consultants and support workers. With minimal audio typing the role will be mainly letterising GP letters from our Rio system. As a Team Clinical Secretary, you must have an excellent telephone manner when responding to demanding and sometimes distressing calls from our service users.To drive forward our physical blood monitoring process, being innovative in your approach and supporting the training of colleagues in this area of expertise. The Clinical Team Secretary must be able to assist the Admin Lead and Clinical Team in adhering to performance targets by the retrieval of data from the Trusts reporting system. To cover in the absence of other admin colleagues across both the Mandala Site and Pebble Bridge, Hopewood Hospital. To undertake any other duties which may reasonably be regarded as within the nature of the duties and responsibilities / grade of the post as defined, subject to the proviso that normally any changes of a permanent nature shall be incorporated into the job description in specific terms. Please note this post does not meet skill level required for a Skilled worker visa. Applicants requiring a Skilled Worker visa will usually need to be in a role which is at Band 3 or above, however please note not all Band 3 roles are capable of sponsorship. You can determine the likelihood of obtaining Sponsorship against the relevant skill and pay criteria here Immigration Rules - Immigration Rules Appendix Skilled Occupations - Guidance - GOV.UK (www.gov.uk)
Person Specification
Qualifications
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
Desirable
- ECDL
- Medical Terminology
- Audio Typing
Experience
Essential
- Scheduling/ Diary Management
- Minute Taking
- Experience of working in a customer-facing role.
- High Level Microsoft Office software
- Previous experience of working in an office environment
- Ability to work as an effective team member.
Desirable
- Experience of working within the NHS
- Knowledge of Patient Information Systems
Skills
Essential
- Excellent interpersonal/communication skills, including excellent written and oral skills.
- Administrative Skills
- Excellent telephone manner.
- Good interpersonal skills.
- Good numeracy and literacy skills.
Values & Behaviours
Essential
- All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
- All colleagues are expected 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
Physical requirements
Essential
- Requirement for sitting in a restricted position for a substantial proportion of the working time
- There is an frequent requirement to set up meeting/training rooms
Training
Essential
- Microsoft office packages eg Database, Excel, Word, Powerpoint
- Minute taking experience
Knowledge
Essential
- Computer literacy including word, excel, outlook, database
- Maintain electronic records/information on computer
Contractual Requirements
Essential
- Ability to travel between venues
- Requirement to complete Mandatory Training
Person Specification
Qualifications
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
Desirable
- ECDL
- Medical Terminology
- Audio Typing
Experience
Essential
- Scheduling/ Diary Management
- Minute Taking
- Experience of working in a customer-facing role.
- High Level Microsoft Office software
- Previous experience of working in an office environment
- Ability to work as an effective team member.
Desirable
- Experience of working within the NHS
- Knowledge of Patient Information Systems
Skills
Essential
- Excellent interpersonal/communication skills, including excellent written and oral skills.
- Administrative Skills
- Excellent telephone manner.
- Good interpersonal skills.
- Good numeracy and literacy skills.
Values & Behaviours
Essential
- All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
- All colleagues are expected 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
Physical requirements
Essential
- Requirement for sitting in a restricted position for a substantial proportion of the working time
- There is an frequent requirement to set up meeting/training rooms
Training
Essential
- Microsoft office packages eg Database, Excel, Word, Powerpoint
- Minute taking experience
Knowledge
Essential
- Computer literacy including word, excel, outlook, database
- Maintain electronic records/information on computer
Contractual Requirements
Essential
- Ability to travel between venues
- Requirement to complete Mandatory Training
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.
