Team Secretary

South West Yorkshire Partnership NHS Trust

Information:

This job is now closed

Job summary

Wakefield Community Services are seeking an experienced Medical Secretary to support the services delivered across the Wakefield area. This is both a demanding and rewarding role and it is essential that the successful applicant is able to work effectively as part of the team, supporting and assisting colleagues, whilst prioritising and managing a diverse workload.

The post holder will be responsible for the effective provision of a comprehensive secretarial/administrative service to a team of Consultants and doctors, working within Enhanced Team West based at Drury Lane Health & Wellbeing Centre.

Previous Medical Secretarial experience and knowledge of medical terminology would be preferred, but is not essential. Recent extensive secretarial experience is essential.

Main duties of the job

The successful applicant will act as the focal point of contact and be responsible for the dissemination of information, messages and enquiries for the Medical Team, liaising with multi-disciplinary team members, as well as other health professionals/staff both internally and externally.

The Medical Secretary post is responsible for transcribing audio files accurately using digital dictation, within the Trust timeframes, including any additional tasks e.g. follow up appointments, letters to other professionals etc.

Applicants must have excellent interpersonal, organisational, and time management skills and be able to work under pressure as well as exceptional communication skills combined with a committed and flexible approach to working as part of a team.

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

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

21 May 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9378-W1110B

Job locations

Drury Lane Health And Wellbeing Centre

Drury Lane

Wakefield

West Yorkshire

WF1 2TE


Job description

Job responsibilities

JOB SUMMARY

Service user contact referred to in this Job description will only apply when working within a clinical area.

The post-holder will:

under the supervison/direction of the 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 postholders level of competency or authority to the Administrative Supervisor.

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.

To assist the department with office duties, for example:

  • Word processing of correspondence /reports/ other documents accurately via copy or audio
  • To take and transcribe minutes
  • Dealing with telephone calls/ messages
  • Photocopying/ Filing/ Scanning
  • Receiving visitors/Reception
  • Monitor and maintain department stationery supplies
  • Reporting faults
  • Mail handling
  • Arranging meetings, hospitality, venues, distributing agenda/notes
  • Managing diaries
  • Create and Maintain Databases/Spreadsheets
  • Maintain databases
  • Demonstrate duties to new starterss
  • Provide cover for other members of the team.

Deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to the Administrative Supervisor, in a timely and proactive manner when these standards have not been met, enabling appropriate action to be taken. Implement planned actions in response, communicating changes as appropriate.

Assist the Administrative Supervisor as required.

Proactively and positively contribute to the achievement of business outcomes through individual and team effort, with the focus being on delivering excellent customer services.

Assist in the promotion of an open, welcoming, person-centred culture for service users. Seek and support feedback from service users to aid service improvement as required.

Produce clear and accurate written correspondence (including the composition of ad-hoc routine letters) eg, letters, memos, reports, presentations etc, using competent copy, audio tapes, IT skills, accurate data inputting and use of Trust Intranet and Internet as required.

Maintain accurate documentation. Use appropriate documentation/systems in accordance with local and Trust standards.

Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to service user communication difficulties and psychological, social, physical and spiritual needs.

Build and sustain effective communications to ensure good team working and collaborative working practices. Disseminate knowledge, and information to those who need to know.

Contribute to the smooth running of administrative systems and meeting of all relevant deadlines.

Recognise and respond appropriately to any emergency situation. Contribute to the reduction of hazards in the environment, considering safety, security, theft or damage.

Undertake safe infection prevention and control by using protective equipment, safe disposal of waste, performing hand hygiene, cleaning, disinfecting etc.

Proactively identify additional activities in accordance with the role, which would increase postholder efficiency and the efficiency of the team; offer suggestions for improvement and implement agreed activities.

Support the Trusts culture of collaborative, flexible cross-team working and commitment to delivering quality services and outcomes.

Make use of opportunities for sharing good practice and learning.

1.1 Working as part of a Team:

Organise meetings/ events using electronice diaries and produce and distribute associated documents. This could include the provision of support to Consultants in their special interests role(s), eg Clinical Tutor, Child Protection, etc

Undertake general clerical duties appropriate to the role eg, reception duties, dealing with post, photocopying, ordering/requisitioning, reporting faults, filing/retrieval, booking appointments, faxing, scanning, diary management, petty cash, client travel expense reimbursement, minute/note taking and the collation and distribution of data/information etc.

Act as a focal point for the team/service. Provide a friendly and professional service, deal with enquiries from a multitude of sources, via a variety of means eg, face to face/phone/e-mail/letter/faxes. Exercise initiative, analysis, judgements/problem solving or directing on/esculating, as appropriate. This may require the use of tact/ empathic or reassurance and persuasive skills where agreement or co-operation is required.

Undertake and assist others with administrative tasks, utilising IT systems or ensuring paper forms are completed properly and sent to relevant department in a timely manner in line with service specific standard.

Ensure accurate recording and maintainance of computerised/maual filing records and systems in accordance with operating procedures, collating and providing statistical data as requested. Undertake routine or ad hoc data validation as requested.

Deliver excellent levels of customer services to people. Assess, problem solve or report, in a timely and proactive manner, when these standards have not been met.

Work with a degree of independence within defined parameters. Prioritise own tasks, exercising initiative and judgement in response to service/individual needs.

Provide a positive link between the department/service and those who use it eg, service users, their carers, GPs, other Trust services/departments etc.

Ensure service user privacy, dignity, rights, choices are maintained at all times.

Provide and receive service user information using tact, reassurance, empathy and persuasive skills as required. Prioritise and ensure urgent matters eg, clinical investigations are acted upon timely, within service performance standards.

As appropriate to the role, be responsible for the confidential management of patient records eg, timely input of referral letters onto computerised IT Systems, recording of service user demographic information, admission, transfer and discharge etc. Ensure records are tracked via File Tracker/relevant IT system and returned to the appropriate department timely in accordance with Trust procedures.

Keep appropriate statistical records/information as and when required by the team/service for audit purposes. Provide statistical returns as required which may involve entering statistical data onto databases.

To see the full job description please see the attached documents. Thank you.

Job description

Job responsibilities

JOB SUMMARY

Service user contact referred to in this Job description will only apply when working within a clinical area.

The post-holder will:

under the supervison/direction of the 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 postholders level of competency or authority to the Administrative Supervisor.

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.

To assist the department with office duties, for example:

  • Word processing of correspondence /reports/ other documents accurately via copy or audio
  • To take and transcribe minutes
  • Dealing with telephone calls/ messages
  • Photocopying/ Filing/ Scanning
  • Receiving visitors/Reception
  • Monitor and maintain department stationery supplies
  • Reporting faults
  • Mail handling
  • Arranging meetings, hospitality, venues, distributing agenda/notes
  • Managing diaries
  • Create and Maintain Databases/Spreadsheets
  • Maintain databases
  • Demonstrate duties to new starterss
  • Provide cover for other members of the team.

Deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to the Administrative Supervisor, in a timely and proactive manner when these standards have not been met, enabling appropriate action to be taken. Implement planned actions in response, communicating changes as appropriate.

Assist the Administrative Supervisor as required.

Proactively and positively contribute to the achievement of business outcomes through individual and team effort, with the focus being on delivering excellent customer services.

Assist in the promotion of an open, welcoming, person-centred culture for service users. Seek and support feedback from service users to aid service improvement as required.

Produce clear and accurate written correspondence (including the composition of ad-hoc routine letters) eg, letters, memos, reports, presentations etc, using competent copy, audio tapes, IT skills, accurate data inputting and use of Trust Intranet and Internet as required.

Maintain accurate documentation. Use appropriate documentation/systems in accordance with local and Trust standards.

Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to service user communication difficulties and psychological, social, physical and spiritual needs.

Build and sustain effective communications to ensure good team working and collaborative working practices. Disseminate knowledge, and information to those who need to know.

Contribute to the smooth running of administrative systems and meeting of all relevant deadlines.

Recognise and respond appropriately to any emergency situation. Contribute to the reduction of hazards in the environment, considering safety, security, theft or damage.

Undertake safe infection prevention and control by using protective equipment, safe disposal of waste, performing hand hygiene, cleaning, disinfecting etc.

Proactively identify additional activities in accordance with the role, which would increase postholder efficiency and the efficiency of the team; offer suggestions for improvement and implement agreed activities.

Support the Trusts culture of collaborative, flexible cross-team working and commitment to delivering quality services and outcomes.

Make use of opportunities for sharing good practice and learning.

1.1 Working as part of a Team:

Organise meetings/ events using electronice diaries and produce and distribute associated documents. This could include the provision of support to Consultants in their special interests role(s), eg Clinical Tutor, Child Protection, etc

Undertake general clerical duties appropriate to the role eg, reception duties, dealing with post, photocopying, ordering/requisitioning, reporting faults, filing/retrieval, booking appointments, faxing, scanning, diary management, petty cash, client travel expense reimbursement, minute/note taking and the collation and distribution of data/information etc.

Act as a focal point for the team/service. Provide a friendly and professional service, deal with enquiries from a multitude of sources, via a variety of means eg, face to face/phone/e-mail/letter/faxes. Exercise initiative, analysis, judgements/problem solving or directing on/esculating, as appropriate. This may require the use of tact/ empathic or reassurance and persuasive skills where agreement or co-operation is required.

Undertake and assist others with administrative tasks, utilising IT systems or ensuring paper forms are completed properly and sent to relevant department in a timely manner in line with service specific standard.

Ensure accurate recording and maintainance of computerised/maual filing records and systems in accordance with operating procedures, collating and providing statistical data as requested. Undertake routine or ad hoc data validation as requested.

Deliver excellent levels of customer services to people. Assess, problem solve or report, in a timely and proactive manner, when these standards have not been met.

Work with a degree of independence within defined parameters. Prioritise own tasks, exercising initiative and judgement in response to service/individual needs.

Provide a positive link between the department/service and those who use it eg, service users, their carers, GPs, other Trust services/departments etc.

Ensure service user privacy, dignity, rights, choices are maintained at all times.

Provide and receive service user information using tact, reassurance, empathy and persuasive skills as required. Prioritise and ensure urgent matters eg, clinical investigations are acted upon timely, within service performance standards.

As appropriate to the role, be responsible for the confidential management of patient records eg, timely input of referral letters onto computerised IT Systems, recording of service user demographic information, admission, transfer and discharge etc. Ensure records are tracked via File Tracker/relevant IT system and returned to the appropriate department timely in accordance with Trust procedures.

Keep appropriate statistical records/information as and when required by the team/service for audit purposes. Provide statistical returns as required which may involve entering statistical data onto databases.

To see the full job description please see the attached documents. Thank you.

Person Specification

SPECIAL KNOWLEDGE/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

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

Qualifications

Essential

  • As appropriate to the role::
  • NVQ level 3 (or equivalent qualification) or, RSA lll
  • Or, be able to demonstrate competency at level 3.

Desirable

  • Willingness to undertake further study/development.

Experience

Essential

  • Recent Secretarial/administrative experience and copy /audio typing
  • 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

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

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)
Person Specification

SPECIAL KNOWLEDGE/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

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

Qualifications

Essential

  • As appropriate to the role::
  • NVQ level 3 (or equivalent qualification) or, RSA lll
  • Or, be able to demonstrate competency at level 3.

Desirable

  • Willingness to undertake further study/development.

Experience

Essential

  • Recent Secretarial/administrative experience and copy /audio typing
  • 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

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

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)

Employer details

Employer name

South West Yorkshire Partnership NHS Trust

Address

Drury Lane Health And Wellbeing Centre

Drury Lane

Wakefield

West Yorkshire

WF1 2TE


Employer's website

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


Employer details

Employer name

South West Yorkshire Partnership NHS Trust

Address

Drury Lane Health And Wellbeing Centre

Drury Lane

Wakefield

West Yorkshire

WF1 2TE


Employer's website

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


For questions about the job, contact:

Inga child

Inga.child@swyt.nhs.uk

07500973939

Date posted

21 May 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9378-W1110B

Job locations

Drury Lane Health And Wellbeing Centre

Drury Lane

Wakefield

West Yorkshire

WF1 2TE


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