Team Secretary

Hertfordshire Partnership University NHS Foundation Trust

This job is now closed

Job summary

We have an opportunity for an experienced Team Secretary to join us in the Adult Community Mental Health team in Centenary House, Hitchin, delivering high quality admin support to the mental health care services.

As a Team secretary, you will lead in the provision of a comprehensive, professional, effective secretarial, administrative role focusing on the transcription of doctors letters. This includes finding and updating information on patient database (Paris), answering the telephone, note taking, updating and setting up systems for administration, records and daily email management. The post holder will be required to work independently using their initiative and applying a high degree of confidentiality to all of their work. All staff should comply with the Trust's Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.

Please be aware that this role in not eligible for Sponsorship.

Main duties of the job

Responsibility for ensuring all correspondence is accurately and appropriately presented.

E-mail management

T Pro (Digital Dictation System) to transcribe doctors letters

To be highly skilled and experienced in the full range of secretarial work practices, software programs.

To use appropriate programs on a daily basis to create a variety of documents to meet the diverse needs of the team.

To transcribe formal minutes of meetings and distribute and store/file as necessary.

To be responsible for the accurate storage and retrieval of information according to the Data Protection Act 1984 and Freedom of Information Act 2000 and archiving where possible Responsible for a number of data bases and filing systems

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.

About us

Hertfordshire Partnership University NHS Foundation Trustare one of just five mental health trusts to achieve an overall rating of 'Outstanding' from theCare Quality Commission

Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:

Welcoming. Kind. Positive. Respectful. Professional.

About us - Hertfordshire NHS Partnership Trust

Heard. Respected. Included. Together, we help people with mental ill-health, learning disabilities and autism to live life to the fullest. We work throughout Hertfordshire, Buckinghamshire, Norfolk...

Date posted

03 April 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

367-ACMS-8870-A

Job locations

Centenary House Hitchin, SG5 1JN

Grammar School Walk

Hitchin

SG5 1JN

Job description

Job responsibilities

The Adult Community team is a dynamic, fast paced service. We are looking for someone who can use their initiative and possess mature judgement.

You will be skilled in organisation of letters, making sure that we complete these and send them out adhering to statutory time scales.

You will be able to record accurate and timely records of meetings.

You will be able to work with clinicians and other clinical staff to make sure that paperwork is completed in accordance with guidelines.

You will be flexible as the post is continually developing in order to meet the ever changing demands and needs of the service.

For a more detailed Person and Job Description please read attached

Job description

Job responsibilities

The Adult Community team is a dynamic, fast paced service. We are looking for someone who can use their initiative and possess mature judgement.

You will be skilled in organisation of letters, making sure that we complete these and send them out adhering to statutory time scales.

You will be able to record accurate and timely records of meetings.

You will be able to work with clinicians and other clinical staff to make sure that paperwork is completed in accordance with guidelines.

You will be flexible as the post is continually developing in order to meet the ever changing demands and needs of the service.

For a more detailed Person and Job Description please read attached

Person Specification

Qualifications

Essential

oGood standard of English.
oECDL qualification.
oExperience as a Secretary/Administrator.
oExperience in a mental health environment or NHS.
oAdvanced keyboard skills.
oTrained and experienced at intermediate level in a range of software packages, Word, Excel, and PowerPoint.
oGood working knowledge of email and internet.

Desirable

oAdvanced secretarial skills such as audio and shorthand.

Experience

Essential

oThe ability to organise and prioritise own workload within any specified guidelines where guidance is not readily available, but at set intervals.
oProficient in diary management co-ordinating appointments to ensure best use of Managers' time.
oExperience of transcribing formal minutes of meetings.
oIndependent/lone working and team working skills.
oExperience of adapting to change and managing work in a changing environment.
oEvidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work.

Person Specification

Qualifications

Essential

oGood standard of English.
oECDL qualification.
oExperience as a Secretary/Administrator.
oExperience in a mental health environment or NHS.
oAdvanced keyboard skills.
oTrained and experienced at intermediate level in a range of software packages, Word, Excel, and PowerPoint.
oGood working knowledge of email and internet.

Desirable

oAdvanced secretarial skills such as audio and shorthand.

Experience

Essential

oThe ability to organise and prioritise own workload within any specified guidelines where guidance is not readily available, but at set intervals.
oProficient in diary management co-ordinating appointments to ensure best use of Managers' time.
oExperience of transcribing formal minutes of meetings.
oIndependent/lone working and team working skills.
oExperience of adapting to change and managing work in a changing environment.
oEvidence 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.