Job summary
Lincolnshire Children & Young People (CYP) Services require a friendly, hardworking, and enthusiastic team secretary to join the team to provide administrative and secretarial support. This is an office based position in Boston but there is some flexibility for home working, however there may be be a requirement to travel across the county for meetings/training or to support the needs of the service.
The position is for 37.5 hours per week; Monday to Friday 9am - 5pm and evening cover may be required when bases have a late night clinic until 8pm This will be on a rota basis.
You should have proven secretarial and administrative experience, and possess excellent organisational, communication and problem-solving skills. You should be a competent typist with a working knowledge of Microsoft Word, Excel, Outlook and Microsoft Teams. A knowledge of medical terminology is also desirable as well as experience of note taking and providing admin support to meetings.
We are looking for someone to be flexible with the ability to work on their own or as part of a wider team. You will be a key member of a large admininstration team who will support with the smooth and efficent running of the office which includes reception resonsibilities.
We will offer a comprehensive induction, along with training and training and development opportunities for the successful applicant.
Main duties of the job
To undertake clerical/secretarial duties in support of clinical and non-clinical activity in the CYP Service, ensuring administrative support is available to management and members of the team as appropriate.
This will include, but is not limited to:
- Typing or editing of documents such as: reports, letters .
- Support with health roster for clinical staff.
- Plan, organise and support meetings (invitations, room bookings, refreshments, agenda setting, circulation of papers, compilation of action sheets, taking notes).
- Processing referrals and oversight of the patient journey: ensuring targets are met, contacts are recorded on the clinical system and correct processes are followed.
- Support with bed management for Tier 4 patient admissions and discharges.
- Routine office procedures (opening and distributing correspondence, dealing with outgoing post and emails, photocopying, filing) and diary management.
- Navigate and update clinical systems and electronic databases.
- Data reporting and monitoring of Trust compliance to ensure adherence to targets.
- Respond to queries and incoming calls on a daily basis which may be non-routine and can involve information of an emotional and distressing nature
- Buildings reception cover.
- Ordering and managing invoices through the procurement system .
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 general administration duties to the team including answering phone, taking messages, dealing with enquiries, responding to emails, dealing with incoming and outgoing post, photocopying, scanning and assisting with the effective dissemination of information as appropriate.
- To participate in providing a professional reception to the service, as and when required, and to ensure both telephone and personal enquiries are dealt with in a polite, confidential, and efficient manner. Communicating sensitively with anyone coming into the department maintaining strict standards of confidentiality.
- 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/support where required.
- To manage own workload seeking advice when required, performing routine office procedures including, typing, and producing letters, producing basic reports ensuring all correspondence is produced to an accepted standard of quality and accuracy.
- To ensure essential paperwork and policies within the team are kept up to date, informing staff of changes and new policies.
- Assist in scheduling appointments/meetings using the diary management system in outlook, make room bookings and maintain the room booking diary.
- Assist in the stock control and electronic ordering of all office equipment and stationery; and the subsequent electronic receipting of all received supplies.
- To ensure patient and staff confidentiality is maintained at all times adhering to Trust and national policy regarding same.
- Inputting a variety of information from various sources into the appropriate information systems, RIO, System One, Datix, ESR
- To participate in Supervision and appraisal in line with Trust policy.
- To ensure all work is undertaken in line with Trust and national policy.
- Comply with and carry out safe practice in accordance with Trust policies and procedures, appropriate Codes of Conduct, the Mental Health Act (1983) and other relevant national and local guidance.
- 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, across the county.
- Participate in the provision of the extended hours service as required.
- Plan, organise and support with meetings as well as taking notes or minutes as required.
- Provide administration support to the management Admin Lead, Team Coordinator and Service Manager where needed.
- To navigate and update clinical systems and electronic databases as required in a competent and efficient manner alongside helping manage and update social media accounts and websites.
- To supervise and support more junior staff as required.
- To arrange the booking of travel, venues, refreshments, equipment as required.
- Handling of petty cash, ensuring accurate receipts are kept.
- To input referrals, arrange appointments, set up group workshops, and ensure the clinical system is kept up to date.
- To process referrals coming into the service entering them onto the clinical system and to action the referrals with the relevant outcome.
- Using Microsoft Excel skills to provide support with understanding and managing the Teams data and helping to complete housekeeping reports.
Job description
Job responsibilities
- To provide general administration duties to the team including answering phone, taking messages, dealing with enquiries, responding to emails, dealing with incoming and outgoing post, photocopying, scanning and assisting with the effective dissemination of information as appropriate.
- To participate in providing a professional reception to the service, as and when required, and to ensure both telephone and personal enquiries are dealt with in a polite, confidential, and efficient manner. Communicating sensitively with anyone coming into the department maintaining strict standards of confidentiality.
- 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/support where required.
- To manage own workload seeking advice when required, performing routine office procedures including, typing, and producing letters, producing basic reports ensuring all correspondence is produced to an accepted standard of quality and accuracy.
- To ensure essential paperwork and policies within the team are kept up to date, informing staff of changes and new policies.
- Assist in scheduling appointments/meetings using the diary management system in outlook, make room bookings and maintain the room booking diary.
- Assist in the stock control and electronic ordering of all office equipment and stationery; and the subsequent electronic receipting of all received supplies.
- To ensure patient and staff confidentiality is maintained at all times adhering to Trust and national policy regarding same.
- Inputting a variety of information from various sources into the appropriate information systems, RIO, System One, Datix, ESR
- To participate in Supervision and appraisal in line with Trust policy.
- To ensure all work is undertaken in line with Trust and national policy.
- Comply with and carry out safe practice in accordance with Trust policies and procedures, appropriate Codes of Conduct, the Mental Health Act (1983) and other relevant national and local guidance.
- 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, across the county.
- Participate in the provision of the extended hours service as required.
- Plan, organise and support with meetings as well as taking notes or minutes as required.
- Provide administration support to the management Admin Lead, Team Coordinator and Service Manager where needed.
- To navigate and update clinical systems and electronic databases as required in a competent and efficient manner alongside helping manage and update social media accounts and websites.
- To supervise and support more junior staff as required.
- To arrange the booking of travel, venues, refreshments, equipment as required.
- Handling of petty cash, ensuring accurate receipts are kept.
- To input referrals, arrange appointments, set up group workshops, and ensure the clinical system is kept up to date.
- To process referrals coming into the service entering them onto the clinical system and to action the referrals with the relevant outcome.
- Using Microsoft Excel skills to provide support with understanding and managing the Teams data and helping to complete housekeeping reports.
Person Specification
Qualifications
Essential
- NVQ 3 in Business Administration or equivalent qualification or relevant experience
- Good standard of general education including English
Desirable
- RSA or equivalent qualifications.
Experience
Essential
- Considerable experience in an office administration role
- Extensive experience of Microsoft Office packages, including Word, Excel, and Publisher
- Typing and formatting letters
- Data inputting and monitoring
- Outlook and diary management
- Extensive customer service experience
- Planning and scheduling events, meetings, diary appointments
- Understand data reports
- Use of Clinical systems
- Minute Taking
- Petty Cash and Office finance
Desirable
- Experience of working in a medical or NHS setting.
- Experience of working in a mental health environment
- Familiar with Trust database systems preferably RIO
- Finance/Procurement systems
- Big Hand
- Data cleansing
Skills
Essential
- Good communication skills ensuring that service users, staff and carers are treated in a polite and efficient manner, using tact and confidentiality at all times.
- Good organisational skills, with the ability to respond to multiple requests and the ability to efficiently manage and organise own workload.
- Good office skills being able to work under pressure and deadlines
- Typing to a high standard, including letter writing and formatting
- Microsoft Office packages including Word, Excel, Outlook and Publisher
- Good understanding of information governance and patient confidentiality
- Professional telephone manner with the ability to deal with difficult conversations professionally and compassionately
- Petty Cash and office finance
Desirable
- Minute taking and organising meeting paperwork
Person Specification
Qualifications
Essential
- NVQ 3 in Business Administration or equivalent qualification or relevant experience
- Good standard of general education including English
Desirable
- RSA or equivalent qualifications.
Experience
Essential
- Considerable experience in an office administration role
- Extensive experience of Microsoft Office packages, including Word, Excel, and Publisher
- Typing and formatting letters
- Data inputting and monitoring
- Outlook and diary management
- Extensive customer service experience
- Planning and scheduling events, meetings, diary appointments
- Understand data reports
- Use of Clinical systems
- Minute Taking
- Petty Cash and Office finance
Desirable
- Experience of working in a medical or NHS setting.
- Experience of working in a mental health environment
- Familiar with Trust database systems preferably RIO
- Finance/Procurement systems
- Big Hand
- Data cleansing
Skills
Essential
- Good communication skills ensuring that service users, staff and carers are treated in a polite and efficient manner, using tact and confidentiality at all times.
- Good organisational skills, with the ability to respond to multiple requests and the ability to efficiently manage and organise own workload.
- Good office skills being able to work under pressure and deadlines
- Typing to a high standard, including letter writing and formatting
- Microsoft Office packages including Word, Excel, Outlook and Publisher
- Good understanding of information governance and patient confidentiality
- Professional telephone manner with the ability to deal with difficult conversations professionally and compassionately
- Petty Cash and office finance
Desirable
- Minute taking and organising meeting paperwork
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.
