Team Secretary

South West Yorkshire Partnership NHS Trust

The closing date is 18 February 2025

Job summary

37.5 Hours Per Week

An exciting opportunity has arisen to join our Calderdale and Kirklees CAMHS Service.

Our vision is to provide an excellent service to the young people and their families within the community.

You will join an experienced administration team based at Laura Mitchell Health Centre in Halifax to offer support to the Eating Disorder and ARFID team.Hours are Mon to Fri 9am to 5pm.

You will be part of a team that is hard working, enthusiastic but also resilient and compassionate. The position is varied and rewarding and may at times be challenging however, there is a lot of support around you.

It is important that all staff feel able to contribute in the team to enable us to develop further and streamline our processes.

In return you can expect a supportive induction and personal development. In addition to this, requests for flexible working i.e. compressed hours are always considered.

Other staff benefits such as competitive pension, staff counselling, salary sacrifice schemes and supportive staff networks are readily available for staff to actively join and participate in.

Staff health and well being is at the top of our agenda and it is important for us to recruit a person whose values and beliefs align with our organisational values.

For full job description, please see attached supporting documents.

All employees of the Trust are strongly encouraged to be fully vaccinated against COVID-19 to protect patients.

Main duties of the job

Duties are varied but include:

Providing administrative support to the Eating Disorder and ARFID clinical team.

Creating and discharging referrals.

Transcribing minutes in meetings.

Attend and participate in meetings.

Managing appointments.

Managing multiple diaries.

Typing and formatting clinical letters and reports in a timely manner.

Maintaining spreadsheets.

Scanning and uploading documentation.

Ordering and distributing stock.

Managing telephone enquiries for the team from service users, families and other professionals in an efficient and compassionate way.

Demonstratable IM&T skills are essential as the post involves working with Microsoft Office packages. Our clinical records system is SystmOne which knowledge of would be beneficial however, full training will be given.

You will need to work accurately, under pressure and be confident in prioritising the workload.

Being able to work independently with minimal supervision, using your own initiative and having a calm, polite and professional demeanour is essential.

At the time of advertising, this role does not meet the minimum requirements (salary threshold or occupational requirements) set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, unfortunately we are unable to sponsor anyone on a visa for this role at this moment in time.

About us

We are a specialist NHS Foundation Trust that provides community, mental health and learning disability services for the people of Barnsley, Calderdale, Kirklees and Wakefield. We also provide low and medium secure services and are the lead for the west Yorkshire secure provider collaborative.

Our mission is to help people reach their potential and live well in their communities, we do this by providing high-quality care in the right place at the right time. We employ staff in both clinical and non-clinical services who work hard to make a difference to the lives of service users, families and carers.

We encourage and welcome applications from all protected characteristic groups, we value diversity and want our workforce to be reflective of our communities.

Being a foundation Trust means were accountable to our members, who can have a say in how were run. Around 14,300 local people (including staff) are members of our Trust.

Join us and you will be one of over 4,500 staff committed to supporting and improving the mental, physical and social needs of the thousands of people we meet and help each year.

We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all colleagues and volunteers to share this commitment.

We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.

Date posted

04 February 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9378-CK2121

Job locations

CAMHS Laura Mitchell Health & Wellbeing Centre

Great Albion Street

Halifax

HX1 1YR


Job description

Job responsibilities

The post-holder will:

under the supervison/direction of the Line Manager/Administrative Supervisor, within a delegated framework for agreed tasks and seeking support as and when necessary, provide a comprehensive, confidential, Secreterial/administrative service to clinical/support services, in an efficient and confidential manner.

Provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.

Demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.

May work within clinical environments where conflict resolution may be required.

Act as principal point of contact for users of the service eg,individuals from within/outside the Trust, service users and members of the public etc.

Work flexibly to meet the needs of the service.

Develop and maintain good working relationships by being, flexible, adaptable, polite, positive and empathetic, communicating effectively and informatively.

Work with sensitivity and have a good understanding of the service provision and issues experienced by its users.

Prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of post holders level of competency or authority to the Line Manager.

Work within well-established departmental/Trust policies, procedures, protocols, guidelines and established service delivery plans at all times.

Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to others user communication difficulties.

Ensure the service experienced is positive and service user confidentiality is maintained at all times. Treat users of the service, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values.

We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. Over reliance on AI-generated content in application forms is strongly discouraged and we will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form.

Job description

Job responsibilities

The post-holder will:

under the supervison/direction of the Line Manager/Administrative Supervisor, within a delegated framework for agreed tasks and seeking support as and when necessary, provide a comprehensive, confidential, Secreterial/administrative service to clinical/support services, in an efficient and confidential manner.

Provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.

Demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.

May work within clinical environments where conflict resolution may be required.

Act as principal point of contact for users of the service eg,individuals from within/outside the Trust, service users and members of the public etc.

Work flexibly to meet the needs of the service.

Develop and maintain good working relationships by being, flexible, adaptable, polite, positive and empathetic, communicating effectively and informatively.

Work with sensitivity and have a good understanding of the service provision and issues experienced by its users.

Prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of post holders level of competency or authority to the Line Manager.

Work within well-established departmental/Trust policies, procedures, protocols, guidelines and established service delivery plans at all times.

Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to others user communication difficulties.

Ensure the service experienced is positive and service user confidentiality is maintained at all times. Treat users of the service, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values.

We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. Over reliance on AI-generated content in application forms is strongly discouraged and we will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form.

Person Specification

Physical Attributes

Essential

  • A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
  • Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).

Personal Attributes

Essential

  • Ability to be flexible to meet the demands of the post.
  • Responsive attitude and approach.
  • Dress appropriately for the environment.
  • Ability to travel around the Trust as appropriate to role.

Special Knowledge and Skills

Essential

  • Good written communication skills, with the ability to deal with and prepare routine written correspondence.
  • Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
  • In, decision-making and prioritisation.
  • Knowledge of Data Protection Act.
  • Customer care skills.
  • Good interpersonal skills.
  • Diversity/Cultural understanding.
  • Resilience to pressure and exposure to emotional, distressing situations.
  • Non-judgemental, empathetic manner.
  • Able to use observation skills to identify potential risks and act appropriately.
  • Demonstrates Trust Values.
  • Able to fulfil the requirements of the Trusts value based induction.

Desirable

  • Knowledge of information governance.
  • Problem solving skills.

Qualifications

Essential

  • Must be appropriate to the role:
  • NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).
  • Or, be able to demonstrate competency at level 3.

Desirable

  • Willingness to undertake further study & development.

Training

Essential

  • Must be willing & able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
  • Must be willing& able to undergo job development and training and maintain skills.

Experience

Essential

  • Recent Secretarial/administrative experience.
  • Copy /audio typing if applicable to role.
  • Note/minute taking.
  • In using email, maintaining and updating paper and electronic diaries, arranging meetings.
  • In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc.
  • In working as an effective team member with minimum supervision.
  • In working in a busy environment with competing demands.
  • Understanding of the need to maintain strict confidentiality.
  • In using a degree of initiative.
  • In organising and prioritising own tasks in order to meet deadlines.

Desirable

  • In working in a caring environment.
  • In dealing with the public.
  • Of NHS software programme.
  • Leadership skills.
  • Customer Care skills.
  • Excellent IT skills.
Person Specification

Physical Attributes

Essential

  • A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
  • Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).

Personal Attributes

Essential

  • Ability to be flexible to meet the demands of the post.
  • Responsive attitude and approach.
  • Dress appropriately for the environment.
  • Ability to travel around the Trust as appropriate to role.

Special Knowledge and Skills

Essential

  • Good written communication skills, with the ability to deal with and prepare routine written correspondence.
  • Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
  • In, decision-making and prioritisation.
  • Knowledge of Data Protection Act.
  • Customer care skills.
  • Good interpersonal skills.
  • Diversity/Cultural understanding.
  • Resilience to pressure and exposure to emotional, distressing situations.
  • Non-judgemental, empathetic manner.
  • Able to use observation skills to identify potential risks and act appropriately.
  • Demonstrates Trust Values.
  • Able to fulfil the requirements of the Trusts value based induction.

Desirable

  • Knowledge of information governance.
  • Problem solving skills.

Qualifications

Essential

  • Must be appropriate to the role:
  • NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).
  • Or, be able to demonstrate competency at level 3.

Desirable

  • Willingness to undertake further study & development.

Training

Essential

  • Must be willing & able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
  • Must be willing& able to undergo job development and training and maintain skills.

Experience

Essential

  • Recent Secretarial/administrative experience.
  • Copy /audio typing if applicable to role.
  • Note/minute taking.
  • In using email, maintaining and updating paper and electronic diaries, arranging meetings.
  • In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc.
  • In working as an effective team member with minimum supervision.
  • In working in a busy environment with competing demands.
  • Understanding of the need to maintain strict confidentiality.
  • In using a degree of initiative.
  • In organising and prioritising own tasks in order to meet deadlines.

Desirable

  • In working in a caring environment.
  • In dealing with the public.
  • Of NHS software programme.
  • Leadership skills.
  • Customer Care skills.
  • Excellent IT skills.

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

South West Yorkshire Partnership NHS Trust

Address

CAMHS Laura Mitchell Health & Wellbeing Centre

Great Albion Street

Halifax

HX1 1YR


Employer's website

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


Employer details

Employer name

South West Yorkshire Partnership NHS Trust

Address

CAMHS Laura Mitchell Health & Wellbeing Centre

Great Albion Street

Halifax

HX1 1YR


Employer's website

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


For questions about the job, contact:

Rachel Clegg

rachel.clegg@swyt.nhs.uk

07818012822

Date posted

04 February 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9378-CK2121

Job locations

CAMHS Laura Mitchell Health & Wellbeing Centre

Great Albion Street

Halifax

HX1 1YR


Supporting documents

Privacy notice

South West Yorkshire Partnership NHS Trust's privacy notice (opens in a new tab)