Secretary / PA

Hertfordshire Partnership University NHS Foundation Trust

This job is now closed

Job summary

We are looking to recruit for a Team PA/Secretary.

You will lead in the provision of a comprehensive, professional, effective secretarial and administrative service

You will be the first point of reference for our senior management team and as such must display must possess mature judgement and maintain a calm, friendly and efficient manner when dealing colleagues and visitors.

You will be required to work independently using initiative, and applying a high degree of confidentiality to all of their work. To undertake duties without direct supervision, working within broad procedural guidelines.

We provide mental health and social care services - including Adults of Working Age, Older Adults, Children and Adolescents and Specialist Learning Disabilities services.

The Trust works in close partnership with Hertfordshire County Council and also with other NHS organisations to promote and support mental health in the community. We also provide specialist learning disability services in Norfolk and North Essex.

Previous applicants need not apply.

Main duties of the job

Responsibility for ensuring all correspondence is accurately and appropriately presented.
To be highly skilled and experienced in the full range of secretarial work practices, software program's.
To use proficient internet skills to access, search and retrieve data.
To use appropriate software and equipment on a daily basis to create a variety of documents to meet the diverse needs of the managers.
Advanced keyboard skills to be used to provide accurate and timely reports

About us

Hertfordshire Partnership University NHS Foundation Trust (HPFT) is an outstanding organisation with ambitions to match. We are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from theCare Quality Commission, and our aim is to be the leading provider of mental health and specialist learning disability services in the country.

Our family of over 3500 members of staff provide health and social care for over 400,000 people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, and Norfolk, delivering these services within the community and several inpatient settings. We also deliver a range of nationally commissioned specialist services including Tier 4 services for children and young people, perinatal services, plus medium and low secure learning disabilities services.

The care we provide makes a fantastic difference to the lives of our service users, their families and carers - everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:

Our Trust values are:

Welcoming. Kind. Positive. Respectful. Professional.

These values are at the core of who we are, everything we do, and how we do it!

Date posted

09 April 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year per annum, pro rata + 5% of basic salary (min £1,192 max £2,011)

Contract

Permanent

Working pattern

Full-time

Reference number

367-PLAN-7758-D

Job locations

99 Waverley Road

Waverely Road

St Albans

AL3 5TL

Job description

Job responsibilities

To transcribe formal minutes of meetings and distribute and store/file as necessary.
To support the managers in the interview process, dealing with associated paperwork.
To be responsible for the accurate storage and retrieval of information according to the Data Protection Act 1984 and Freedom of Information Act 2000
To use knowledge, and experience to meet the needs of the service by completing tasks on a daily basis
To update skills as necessary and attend mandatory training

For a more detailed description, please see attached Job and Person Specification before applying

Job description

Job responsibilities

To transcribe formal minutes of meetings and distribute and store/file as necessary.
To support the managers in the interview process, dealing with associated paperwork.
To be responsible for the accurate storage and retrieval of information according to the Data Protection Act 1984 and Freedom of Information Act 2000
To use knowledge, and experience to meet the needs of the service by completing tasks on a daily basis
To update skills as necessary and attend mandatory training

For a more detailed description, please see attached Job and Person Specification before applying

Person Specification

QUALIFICATIONS/EDUCATION/TRAINING

Essential

NVQ 3 or equivalent.
Advanced keyboard skills
Experienced at intermediate level in a range of software packages; Word, Excel PowerPoint
Good working knowledge of email and internet
Proficient knowledge of PARIS
ECDL qualification
Advanced secretarial skills such as audio and shorthand
Moderate amount of experience in a secretarial environment
Experience in a mental health environment or NHS

SKILLS/KNOWLEDGE/ABILITY

Essential

Evidence of the ability to organise and plan complex events, such as training sessions and the therapy groups
specified guidelines where guidance is not readily available, but at set intervals
Proficient in diary management coordinating appointments to ensure best use of Managers' time
Experience of transcribing formal minutes of meetings
Experience of supervising and training others
Independent/lone working and team working skills
Experience of adapting to change and managing work in a changing environment
Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work

Person Specification

QUALIFICATIONS/EDUCATION/TRAINING

Essential

NVQ 3 or equivalent.
Advanced keyboard skills
Experienced at intermediate level in a range of software packages; Word, Excel PowerPoint
Good working knowledge of email and internet
Proficient knowledge of PARIS
ECDL qualification
Advanced secretarial skills such as audio and shorthand
Moderate amount of experience in a secretarial environment
Experience in a mental health environment or NHS

SKILLS/KNOWLEDGE/ABILITY

Essential

Evidence of the ability to organise and plan complex events, such as training sessions and the therapy groups
specified guidelines where guidance is not readily available, but at set intervals
Proficient in diary management coordinating appointments to ensure best use of Managers' time
Experience of transcribing formal minutes of meetings
Experience of supervising and training others
Independent/lone working and team working skills
Experience of adapting to change and managing work in a changing environment
Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work

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.

Employer details

Employer name

Hertfordshire Partnership University NHS Foundation Trust

Address

99 Waverley Road

Waverely Road

St Albans

AL3 5TL

Employer's website

https://www.hpft.nhs.uk/careers/ (Opens in a new tab)

Employer details

Employer name

Hertfordshire Partnership University NHS Foundation Trust

Address

99 Waverley Road

Waverely Road

St Albans

AL3 5TL

Employer's website

https://www.hpft.nhs.uk/careers/ (Opens in a new tab)

For questions about the job, contact:

Admin Lead

Sue Nolan

Sue.nolan@nhs.net

07887718506

Date posted

09 April 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year per annum, pro rata + 5% of basic salary (min £1,192 max £2,011)

Contract

Permanent

Working pattern

Full-time

Reference number

367-PLAN-7758-D

Job locations

99 Waverley Road

Waverely Road

St Albans

AL3 5TL

Supporting documents

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