Team Secretary

Southern Health NHS Foundation Trust

The closing date is 02 June 2024

Job summary

We are looking for a full time Team Secretary to join the Hampshire CAMHS Eating Disorder team at Avalon House.

The Team Secretary will provide a full secretarial and administrative service, having daily liaison with a wide range of staff at all levels and regular contact with people who use services and their carers, who may at times be distressed or angry. The Team Secretary will be responsible for ensuring the effectiveness of the office environment for the team.

You will provide a comprehensive range of secretarial and administrative services to the team. Liaise with other departments and services and to respond effectively to enquiries from the general public, service users, referrers and other agencies. Consistently deliver a client focussed service, which promotes good customer service and effective working relationships.

Main duties of the job

To provide comprehensive and efficient secretarial support to the team; this will include handling all aspects of correspondence, including processing referrals and dealing with telephone enquiries.

To provide reception services, dealing sensitively with people, in person and on the telephone, taking accurate messages and providing follow up action as required, using appropriate initiative.

Liaise with other directorates and staff at all levels, both internally and externally.

To produce letters and reports to a high standard of presentation and accuracy using appropriate Trust templates, in line with Trust guidelines. Some letters and reports may contain very distressing content.

To be responsible for managing the diaries of the team and prioritising competing needs

Organise and facilitate relevant meetings, preparing the agenda, taking minutes.

To open and process incoming and outgoing mail for the team. Ensure that all information is handled in a confidential manner, in line with the relevant policies

To organise transport, interpreters and other services for service users as and when necessary.

To act as contact point for members of the team during office hours, responding appropriately in emergency situations by obtaining relevant information and liaising with organisations and persons involved.

To assist in room allocation and reordering stationery.

To assist in the induction and training of new staff and to provide cover for other secretarial and administrative staff

About us

Southern Health is one of the largest NHS Foundation Trusts in the UK, specialising in mental health and learning disabilities, as well as offering physical health community-based services.

As a Trust, our footprint spans more than 200 sites across Hampshire, wholeheartedly committed to providing the best possible healthcare, reaching a range of diverse communities.

- We function as a unified team, placing patients and staff at the forefront of all our endeavours.

- Our 7,000+ workforce is skilled and diverse, with a deep commitment to ongoing staff development. We offer customised training, leadership pathways, and a plethora of career opportunities.

- We respect and listen to your thoughts, ideas, and concerns via well-established network of staff groups to increase awareness and appreciation of equality, diversity, and inclusion.

Building on all this, we are currently working closely with other local NHS Trusts to integrate all our collective community, mental health, and learning disability services across Hampshire and Isle of Wight. Our new organisation is set to launch in April 2024 and will incorporate Southern Health, Solent, Isle of Wight and Sussex Partnership Trusts.

While the new Trust will be substantially bigger, it will continue to cater to the unique needs of different communities, streamlining services and making healthcare across the county more accessible.

Join us as we embark on this exciting journey to shape the future of healthcare in Hampshire.

Date posted

03 May 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year

Contract

Permanent

Working pattern

Full-time

Reference number

348-SS-4627

Job locations

Avalon House

Chesil Street

Winchester

Hampshire

SO23 0HU

Job description

Job responsibilities

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

Job description

Job responsibilities

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

Person Specification

Qualifications

Essential

Qualifications
NVQ 3 or equivalent
RSA 3 or equivalent experience and evidence of further practical experience or equivalent
Good standard of secondary education; GCSE at Grade C or above or equivalent

Experience

Essential

Knowledge/Experience
Proven experience of a range of secretarial procedures
Experience of producing documents to a high standard of presentation with good accuracy
Experience of maintaining office systems
Experience of working as part of a team
Skills
Ability to deal sensitively with staff and clients in person and on the telephone. Ability to communicate effectively.
Ability to liaise on behalf of the team both within and outside the organisation
Awareness of the importance of confidentiality -- ability to work within appropriate boundaries.
Ability to use good judgement skills when dealing with enquiries and problems
Ability to be able to plan workload, manage diaries, organise appointments, planning workload associated with key meeting dates
Planning, organising and facilitating meetings and minute taking
Ability to work on own initiative and prioritise own workload
Ability to work to tight deadlines and deal with conflicting demands
IT skills:
Knowledge of Microsoft Word, Excel, Outlook, Power point

Desirable

Understanding of medical terminology
Proven experience of working as an administrator
Experience of generating own correspondence
Experience of working within the NHS
Experience of using database systems

Person Specification

Qualifications

Essential

Qualifications
NVQ 3 or equivalent
RSA 3 or equivalent experience and evidence of further practical experience or equivalent
Good standard of secondary education; GCSE at Grade C or above or equivalent

Experience

Essential

Knowledge/Experience
Proven experience of a range of secretarial procedures
Experience of producing documents to a high standard of presentation with good accuracy
Experience of maintaining office systems
Experience of working as part of a team
Skills
Ability to deal sensitively with staff and clients in person and on the telephone. Ability to communicate effectively.
Ability to liaise on behalf of the team both within and outside the organisation
Awareness of the importance of confidentiality -- ability to work within appropriate boundaries.
Ability to use good judgement skills when dealing with enquiries and problems
Ability to be able to plan workload, manage diaries, organise appointments, planning workload associated with key meeting dates
Planning, organising and facilitating meetings and minute taking
Ability to work on own initiative and prioritise own workload
Ability to work to tight deadlines and deal with conflicting demands
IT skills:
Knowledge of Microsoft Word, Excel, Outlook, Power point

Desirable

Understanding of medical terminology
Proven experience of working as an administrator
Experience of generating own correspondence
Experience of working within the NHS
Experience of using database systems

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.