Job summary
Thorneywood Mount is an 18-bed open rehabilitation unit for adults with mental health problems. There are 12 male and six female beds spread across two adjacent sites. Our care team specialises in treating enduring mental health difficulties with a view to meeting individualised recovery goals.
Due to the nature of the unit all staff are issued with a personal safety alarm for their own personal safeguarding.
This is an exciting & challenging opportunity for a motivated Clinical Team Secretary/Receptionist to work as part of a multi-disciplinary team. We are looking for an enthusiastic & motivated individual with excellent administration, communication & organisational skills.
Main duties of the job
Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience.
Knowledge of a full range of Business and Administration procedures acquired through NVQ Level 3 or proven practical experience.
Be proficient in the use of IT systems, including Microsoft Office - Excel, Outlook, Word, database and internal systems including patient and staff information systems.
You should have excellent organisational and time management skills and have experience of working without supervision including working under pressure when required to meet the needs of the clinical team.
This varied role will include all aspects of clerical & administrative support to assist staff within a busy clinical service whilst also providing a welcoming & confidential reception service to visitors, staff & patients. You will also provide efficient & effective operation of systems including patient's money, property & petty cash.
All necessary training will be provided.
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 our 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.
The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment
Job description
Job responsibilities
To undertake clinical administrative work as required by the ward clinical team/Unit Manager.
To deal efficiently with all correspondence, monitoring telephone enquiries and providing information as appropriate. Using Microsoft packages to support with administrative work.
To convene and attend regular ward meetings as required, producing agendas/accurate minutes, making all necessary arrangements, including agenda items.
To deal with enquiries/visitors. To liaise & deal with all departments & external agencies, patients and carers.
Undertake office duties, including emailing, filing, photocopying, dealing with incoming / outgoing mail. Dealing with all telephone calls and associated duties in an efficient and timely manner.
Under the direction of the nurse in charge/Unit Manager, to assist with the necessary clerical arrangements involved in the admission/discharge of patients, including the organisation of admission packs for the admitting nurse & requesting of medical notes by liaising with healthcare records.
Provide effective and efficient systems in relation to patients property, monies & petty cash.
Maintaining efficient filing systems for patients records & documentation, carrying out regular checks on correct filing of all information in line with Information Governance procedures. Uploading clinical documents to RIO.
To support trained staff to ensure that data is recorded onto RIO in line with data quality & timeliness requirements, as indicated by the Trust.
Updating information boards as directed by the nurse in charge/Unit Manager
Making up of staff induction packs/ student welcome packs and patient welcome packs.
Monitor & maintain adequate levels of all stock and non-stock items etc.in line with standing financial instructions
Arranging transport and appointments for patients as and when required.
Arranging translation services for patients.
To undertake any other duties that would be a reasonable expectation of the role.
Please note that this post does not meet the pay level required for a Skilled worker visa.
Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. 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
To undertake clinical administrative work as required by the ward clinical team/Unit Manager.
To deal efficiently with all correspondence, monitoring telephone enquiries and providing information as appropriate. Using Microsoft packages to support with administrative work.
To convene and attend regular ward meetings as required, producing agendas/accurate minutes, making all necessary arrangements, including agenda items.
To deal with enquiries/visitors. To liaise & deal with all departments & external agencies, patients and carers.
Undertake office duties, including emailing, filing, photocopying, dealing with incoming / outgoing mail. Dealing with all telephone calls and associated duties in an efficient and timely manner.
Under the direction of the nurse in charge/Unit Manager, to assist with the necessary clerical arrangements involved in the admission/discharge of patients, including the organisation of admission packs for the admitting nurse & requesting of medical notes by liaising with healthcare records.
Provide effective and efficient systems in relation to patients property, monies & petty cash.
Maintaining efficient filing systems for patients records & documentation, carrying out regular checks on correct filing of all information in line with Information Governance procedures. Uploading clinical documents to RIO.
To support trained staff to ensure that data is recorded onto RIO in line with data quality & timeliness requirements, as indicated by the Trust.
Updating information boards as directed by the nurse in charge/Unit Manager
Making up of staff induction packs/ student welcome packs and patient welcome packs.
Monitor & maintain adequate levels of all stock and non-stock items etc.in line with standing financial instructions
Arranging transport and appointments for patients as and when required.
Arranging translation services for patients.
To undertake any other duties that would be a reasonable expectation of the role.
Please note that this post does not meet the pay level required for a Skilled worker visa.
Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. 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
Experience
Essential
- Scheduling/Diary Management
- High Level Microsoft Office software
- Experience of Working in a Customer Facing Role
- 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
Qualifications
Essential
- English Language & Maths GCSE or equivalent
- 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
- Typing Qualifications
- Audio Typing Experience/Qualification
- Medical Terminology Knowledge
Training
Essential
- Microsoft Office ie Database, Excel, Word, Powerpoint
- Minute taking
Knowledge
Essential
- Computer Literacy including word, excel, outlook, database
- Maintain electronic records/information on computer
Skills
Essential
- Excellent interpersonal/communication skills including excellent written and oral skills.
- Excellent Administrative & Telephone Skills
- Good Numeracy & Literacy Skills
Values and Behaviour
Essential
- All colleagues are expected to demonstrate 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 (EDI) and how it applies to their role. The Trust's expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation
Contractual Requirements
Essential
- Ability to travel between venues
- Requirement to complete Mandatory Training
Person Specification
Experience
Essential
- Scheduling/Diary Management
- High Level Microsoft Office software
- Experience of Working in a Customer Facing Role
- 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
Qualifications
Essential
- English Language & Maths GCSE or equivalent
- 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
- Typing Qualifications
- Audio Typing Experience/Qualification
- Medical Terminology Knowledge
Training
Essential
- Microsoft Office ie Database, Excel, Word, Powerpoint
- Minute taking
Knowledge
Essential
- Computer Literacy including word, excel, outlook, database
- Maintain electronic records/information on computer
Skills
Essential
- Excellent interpersonal/communication skills including excellent written and oral skills.
- Excellent Administrative & Telephone Skills
- Good Numeracy & Literacy Skills
Values and Behaviour
Essential
- All colleagues are expected to demonstrate 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 (EDI) and how it applies to their role. The Trust's expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation
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.
