Job summary
Maple lodge is a community based inpatient unit that offers care and treatment to 15 individuals with complex mental health problems which are enduing in nature.
We are seeking a part-time, permanent ward secretary for 20 hours per week, Monday to Friday. Working hours can be negotiated at the interview
As an administrator you will be an integral part of the team and will need to be enthusiastic and motivated with good organizational and communication skills. The successful candidate will need to be able to produce accurate, high-quality correspondence, including letters, memoranda, and other documents. The post will involve some typing and scanning of extremely confidential information which is sensitive both from a patient and staff perspective and that of the business and an understanding of confidentiality and information governance a vital part of the role
You will handle incoming and outgoing telephone calls to the team in a polite and efficient manner as you will often be the first point of contact to the team. You will need to be able to receive and deal with telephone enquiries, responding appropriately to callers.
Candidates must be able to use a computer with confidence and be able to manage their own workload in this highly pressurized environment. The ideal candidate will have knowledge of RIO, E-roster, E-finance and the Datix system, however if not training in these systems will be given.
Main duties of the job
To undertake clerical / secretarial duties in support of clinical and non-clinical activity in the team, ensuring administrative support is available to all members of the clinical team as appropriate.
About us
Lincolnshire Partnership NHS Foundation Trust provides mental health services and a number of learning disability, autism and social care services in the county of Lincolnshire. Employing around 2,800 staff, and serving a population of over 766,000, our people lie at the heart of everything we do.
You could be part of a Trust rated by staff as one of the best mental health and learning disability trusts in England, in an area heralded as a fantastic place to live and work. We firmly believe the key to high quality care is a contented workforce. This is reflected in our Care Quality Commission rating of 'outstanding' for well-led and 'good' overall. In the most recent National NHS Staff Survey, our staff rated us as the number one trust nationally for staff morale and one of the top scoring NHS Trusts in the Midlands for being compassionate and inclusive. We're really proud of this!
We are also leading the way in transforming care, with multi-million-pound transformation of patient environments and radical redesign of community services.
This is the time to join and help redesign our services of the future. We offer options for flexible working and provide a wide range of training and promotion opportunities in all professions. We support and celebrate diversity, have active staff networks groups and are always looking at what more we can do to support our staff.
Job description
Job responsibilities
To provide a full and efficient secretarial service to the Team including dealing with incoming mail, the provision of minute taking, preparation and distribution service and maintaining details of the teams whereabouts.
To respond to queries and incoming calls on a daily basis, which may be non-routine and can sometimes involve information of emotional and distressing circumstances, ensuring prompt attention in a professional and sensitive manner, assessing situations and seeking further information where required.
To ensure patient and staff confidentiality is maintained at all times adhering to Trust and national policy regarding same.
To manage own workload, seeking advice when required, performing routine office procedures including typing of reports, letters and other documents, opening and distributing correspondence, dealing with outgoing post, photocopying, filing and faxing in accordance with current trust procedures.
Using word processing skills, to provide a typing support to the team including reports, letters, memorandum, minutes, and rotas
To have a thorough working knowledge of electronic systems including e mail, SHARON,
Clinical systems and Datix and to update these systems in a timely and accurate manner where required.
To ensure essential paperwork and policies within the team are kept up to date, informing staff of changes and new policies.
To prepare and process documentation in respect of the electronic ordering, receipting and payment of stationery and goods in accordance with Standing Financial Instructions.
To maintain healthcare records within the area of responsibility including the accurate scanning of documents and compilation of records for new patients, in accordance with the Trust Records Management Policy.
To recognise the need for flexibility and be willing to undertake extra duties as and when required that are commensurate with the grade and responsibilities of the post including providing cover for other admin staff within the service.
To ensure all work is undertaken in line with Trust and national policy.
Job description
Job responsibilities
To provide a full and efficient secretarial service to the Team including dealing with incoming mail, the provision of minute taking, preparation and distribution service and maintaining details of the teams whereabouts.
To respond to queries and incoming calls on a daily basis, which may be non-routine and can sometimes involve information of emotional and distressing circumstances, ensuring prompt attention in a professional and sensitive manner, assessing situations and seeking further information where required.
To ensure patient and staff confidentiality is maintained at all times adhering to Trust and national policy regarding same.
To manage own workload, seeking advice when required, performing routine office procedures including typing of reports, letters and other documents, opening and distributing correspondence, dealing with outgoing post, photocopying, filing and faxing in accordance with current trust procedures.
Using word processing skills, to provide a typing support to the team including reports, letters, memorandum, minutes, and rotas
To have a thorough working knowledge of electronic systems including e mail, SHARON,
Clinical systems and Datix and to update these systems in a timely and accurate manner where required.
To ensure essential paperwork and policies within the team are kept up to date, informing staff of changes and new policies.
To prepare and process documentation in respect of the electronic ordering, receipting and payment of stationery and goods in accordance with Standing Financial Instructions.
To maintain healthcare records within the area of responsibility including the accurate scanning of documents and compilation of records for new patients, in accordance with the Trust Records Management Policy.
To recognise the need for flexibility and be willing to undertake extra duties as and when required that are commensurate with the grade and responsibilities of the post including providing cover for other admin staff within the service.
To ensure all work is undertaken in line with Trust and national policy.
Person Specification
Qualifications
Essential
- NVQ Level 3 or equivalent
- Good standard of education
- Word processing/IT skills, particularly Word/Excel/PowerPoint/electronic diary management etc
Experience
Essential
- Extensive amount of working in an administrative position
Desirable
- Audio typing skills Knowledge of Trust database systems
Skills & Competences
Essential
- Demonstrate good written and verbal communication skills
- Use own initiative and manage time effectively
- Able to demonstrate organisational skills
- To be able to travel to participate in meetings and training in other parts of the county.
Desirable
Person Specification
Qualifications
Essential
- NVQ Level 3 or equivalent
- Good standard of education
- Word processing/IT skills, particularly Word/Excel/PowerPoint/electronic diary management etc
Experience
Essential
- Extensive amount of working in an administrative position
Desirable
- Audio typing skills Knowledge of Trust database systems
Skills & Competences
Essential
- Demonstrate good written and verbal communication skills
- Use own initiative and manage time effectively
- Able to demonstrate organisational skills
- To be able to travel to participate in meetings and training in other parts of the county.
Desirable
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.
