Job summary
An opportunity has arisen for a permanent, Full-time secretary to join our Community Dementia Services administration team, who cater for people living with dementia and older adults who have mental health needs. The successful applicants' remit will be to support staff across all clinical functions in a supportive and constantly evolving environment. The successful applicant will be expected to work from Monday to Friday (9am-5pm). We are looking for applicants who are enthusiastic, positive, organised and enjoy working as part of a team. Previous experience in an NHS setting or administration would be beneficial, however training will be provided to assist with knowledge and competencies. You will be supported with a tailored training development plan, regular supervision, support from senior colleagues and your peers. The base for this post is Drayton House in Chichester.
Main duties of the job
The team secretary will have daily liaison with a wide range of staff at all levels and regular contact with service users 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.
The team secretary will also provide a full secretarial and administrative duties, including:
- Typing and sending clinic letters
- Booking appointments and diary management
- Telephone calls to and from service users, carers, staff
- Minuting meetings
About us
We are a large NHS Mental Health and Learning Disabilities Trust in South East England. We are looking for people to help us provide high quality services for the patients, carers and local communities we serve. We want patients and staff to recommend our organization as a place where they would be happy for their friends and family to be treated. You can help us do this by bringing your skills, experience and commitment to Sussex Partnership.
To protect the health and safety of our staff/workers, patients, and those attending our sites, we encourage our workforce to get fully vaccinated against COVID.
Job description
Job responsibilities
- To provide a comprehensive range of secretarial and administrative services to the team.
- To liaise with other departments and services and to respond effectively to enquiries from the general public, service users, referrers and other agencies.
- To consistently deliver a client focussed service which promotes good customer service and effective working relationships.
- 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.
- Liaise with other directorates and staff at all levels, both internally and externally.
- Ensure that all documents and correspondence are filed correctly.
- To produce word processed letters 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 initiating and sending out, without reference, routine correspondence and a variety of self-help information.
- 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. 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 provide cover for other secretarial and administrative staff
- To participate in the Trusts supervision and appraisal system. Ensure that all information is handled in a confidential manner, in line with the relevant policies
Job description
Job responsibilities
- To provide a comprehensive range of secretarial and administrative services to the team.
- To liaise with other departments and services and to respond effectively to enquiries from the general public, service users, referrers and other agencies.
- To consistently deliver a client focussed service which promotes good customer service and effective working relationships.
- 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.
- Liaise with other directorates and staff at all levels, both internally and externally.
- Ensure that all documents and correspondence are filed correctly.
- To produce word processed letters 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 initiating and sending out, without reference, routine correspondence and a variety of self-help information.
- 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. 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 provide cover for other secretarial and administrative staff
- To participate in the Trusts supervision and appraisal system. Ensure that all information is handled in a confidential manner, in line with the relevant policies
Person Specification
Qualifications
Essential
- 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
Skills
Essential
- 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
- Ability to work collaboratively within a team.
- Maintains stationery stock levels
- Knowledge of Microsoft Word, Excel, Outlook, Power point
- Ability to be able to concentrate on specific activities for prolonged periods of time
- Ability to be able to deal with conflicting demands
- Ability to deal with multiple deadlines
- Ability to deal with emotionally sensitive and challenging material
- Ability to use computer equipment
Person Specification
Qualifications
Essential
- 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
Skills
Essential
- 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
- Ability to work collaboratively within a team.
- Maintains stationery stock levels
- Knowledge of Microsoft Word, Excel, Outlook, Power point
- Ability to be able to concentrate on specific activities for prolonged periods of time
- Ability to be able to deal with conflicting demands
- Ability to deal with multiple deadlines
- Ability to deal with emotionally sensitive and challenging material
- Ability to use computer equipment
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
