Job summary
We are looking for a motivated individuals to join our secretarial team within the Children and Adolescents Mental Health services based in Stevenage, Hertfordshire
Our Secretaries are pivotal to our work in providing first line contact to people who call us, and in providing a comprehensive, professional and effective Secretarial service to our consultant psychiatrists.
You will be working in an open-plan office area. You must display a considerable initiative and judgment and maintain a friendly disposition when dealing with staff and service users, their relatives, and visitors.
You will be an experienced secretary with copy typing, audio typing, and Word and excel skills , to produce letters and reports to the highest standards.
The post holder will have the ability to work well within a team environment and be able to manage and prioritise workload, being able to work on their own initiative with minimal supervision.
In return, we offer structured supervision and access to training and development as part of your own personal development and support plan. A friendly and supportive team environment.
Position available at North - Stevenage,
Main duties of the job
The admin team provides a comprehensive, professional, effective secretarial administrative service to the Community Mental Health Services. Along with the rest of the admin team, you will be responsible for audio typing, booking appointments for clinics and meetings, answering the telephone, taking messages, passing relevant queries to the duty worker, organising rooms, sending out agendas, taking minutes on MDT, Safeguarding and meetings and other general administrative duties.
All staff should comply with the Trust's Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.
This is a busy and varied role so good interpersonal skills are required. As some of the work will involve speaking to service users on the telephone, the post holder must display a considerable degree of tact, possess mature judgment, and maintain a calm, friendly, and efficient manner.
The post holder will be required to work independently and apply a high degree of confidentiality to all of their work. They should follow Trust policies relevant to their work.
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!
Would you like to be part of the HPFT family? Would you like work with us to ensure our service users live the fullest lives possible they can? Would you like to be supported in your career to be the best that you can be?
Job description
Job responsibilities
The Trust vision for the future is to be the leading provider of mental health and specialist learning disability services in the country. We have identified eight strategic goals which we require to meet to achieve our vision. These can be divided into three categories:
- Customers and the Community
- To deliver high quality integrated health and social care services in accordance with recovery principles.
- To be the provider of choice for service users, carers, the community and commissioners.
- To work in partnership with the community to promote the wellbeing of others, whilst making a positive contribution to the environment.
- Staff/Employees
- To be an employer of choice where individuals are highly valued, well supported and rewarded.
- To create a dynamic and flexible working environment where one is motivated and committed to providing high quality care.
- To embed a culture of learning where staff develops their full potential and deliver excellent care
- Sustainability
- To ensure a sustainable future through income growth and the efficient use of resources.
- To be an innovative and learning organization, that embraces new and modern approaches to health and social care.
To be proficient in the use of dictation software.
Close liaison with CPT doctors.
Processing clinic letters, produce appointment letters and enter appointments in the electronic patient record (currently Paris) and paper diary.
To send text message reminders to service users who have agreed to receive them.
To be proficient in using the electronic patient record for administrative purposes.
To use knowledge, and experience to assist other members of the admin team when requested to undertake additional admin tasks such as scanning, photocopying, answering the telephone, making up new service user assessment packs, etc.
To update skills as necessary and attend mandatory training
To work unsupervised, on a daily basis, prioritising own workload, using initiative as to what is routine and what is urgent.
To use agreed guidelines/procedures and developed knowledge/skills/qualifications when working autonomously and managing own work.
Job description
Job responsibilities
The Trust vision for the future is to be the leading provider of mental health and specialist learning disability services in the country. We have identified eight strategic goals which we require to meet to achieve our vision. These can be divided into three categories:
- Customers and the Community
- To deliver high quality integrated health and social care services in accordance with recovery principles.
- To be the provider of choice for service users, carers, the community and commissioners.
- To work in partnership with the community to promote the wellbeing of others, whilst making a positive contribution to the environment.
- Staff/Employees
- To be an employer of choice where individuals are highly valued, well supported and rewarded.
- To create a dynamic and flexible working environment where one is motivated and committed to providing high quality care.
- To embed a culture of learning where staff develops their full potential and deliver excellent care
- Sustainability
- To ensure a sustainable future through income growth and the efficient use of resources.
- To be an innovative and learning organization, that embraces new and modern approaches to health and social care.
To be proficient in the use of dictation software.
Close liaison with CPT doctors.
Processing clinic letters, produce appointment letters and enter appointments in the electronic patient record (currently Paris) and paper diary.
To send text message reminders to service users who have agreed to receive them.
To be proficient in using the electronic patient record for administrative purposes.
To use knowledge, and experience to assist other members of the admin team when requested to undertake additional admin tasks such as scanning, photocopying, answering the telephone, making up new service user assessment packs, etc.
To update skills as necessary and attend mandatory training
To work unsupervised, on a daily basis, prioritising own workload, using initiative as to what is routine and what is urgent.
To use agreed guidelines/procedures and developed knowledge/skills/qualifications when working autonomously and managing own work.
Person Specification
Qualifications
Essential
- RSA II / III or equivalent
- Audio Typing
- Competent in Windows and Word applications
- Good general education
Desirable
- ECDL
- Medical Secretary qualification, including terminology
- Familiar with medical terminology
Experience
Essential
- Significant secretarial experience, preferably within an NHS of healthcare environment
Desirable
- Supervision of administrative or health records team of staff
Knowledge & Skills
Essential
- Good knowledge of IT and Windows applications
- Good organisational abilities, with good time management skills
- Able to demonstrate good verbal and written communication skills
- Strong numeracy skills
- Completer / finisher
- Excellent organisation abilities
Desirable
- ePEX literate or have an understanding of databases
- Knowledge and understanding of health records function
Person Specification
Qualifications
Essential
- RSA II / III or equivalent
- Audio Typing
- Competent in Windows and Word applications
- Good general education
Desirable
- ECDL
- Medical Secretary qualification, including terminology
- Familiar with medical terminology
Experience
Essential
- Significant secretarial experience, preferably within an NHS of healthcare environment
Desirable
- Supervision of administrative or health records team of staff
Knowledge & Skills
Essential
- Good knowledge of IT and Windows applications
- Good organisational abilities, with good time management skills
- Able to demonstrate good verbal and written communication skills
- Strong numeracy skills
- Completer / finisher
- Excellent organisation abilities
Desirable
- ePEX literate or have an understanding of databases
- Knowledge and understanding of health records function
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
CYPMH (CAMHS) North - Stevenage Ditchmore Lane Stevenage SG1 3LJ
Ditchmore Lane
Stevenage
SG1 3LJ
Employer's website
https://www.hpft.nhs.uk/careers/ (Opens in a new tab)
