Job Summary
We have an exciting opportunity for a Clinical Team Secretary/Administrator to join the Health and Justice Service based in HMP Full Sutton and HMP Millsike. HMP Full Sutton is a Category A (high security) male prison estate in East Yorkshire. HMP Millsike is currently under construction and is in close proximity to HMP Full Sutton, this will be a Category C male prison estate and is due to open in 2025. Tees, Esk and Wear Valleys NHS Foundation Trust have successfully tendered to provide mental health services for HMP Full Sutton from June 2024 and HMP Millsike in 2025.
In this role, you will be a part of our multi-disciplinary team who work closely together in order to give the best holistic care to our service users. In this role, you will be based in the prison working closely amongst the team.
If you are looking for a new challenge, enjoy variety in your work and are looking to be part of a team striving to make a difference, we will welcome your application for this role.
Main Duties of the Job
We are looking for a skilled individual who has experience working in an administrative role to support the unit to achieve and maintain high standards of clinical excellence.
The post involves providing administrative duties to support the multi-disciplinary team in the prison. The successful candidate will need to have excellent IT and organisational skills and a good knowledge and understanding of information systems. Secretarial/administrative experience is essential along with comprehensive knowledge and experience within Microsoft office applications. SystmOne experience would be an advantage although training will be provided.
The team is a busy and fast-paced environment so the ability to work under pressure to meet deadlines with a flexible and motivated attitude to work is essential.
The role mainly includes day-to-day admin tasks such as organising meetings, answering the phone, attending team huddles, monitoring a shared inbox and minuting of clinical meetings. Dictation may also be required to support clinical staff.
Excellent communication skills, both verbal and written coupled with proven secretarial skills and previous experience is essential.
Due to the nature of the role, offers of employment will be subject to additional vetting and security checks.
About Us
We are the Mental Health & Learning Disability NHS Trust for County Durham and Darlington, Teesside, North Yorkshire, York and Selby.
From education and prevention, to crisis and specialist care our talented and compassionate teams work in partnership with our patients, communities and partners to help the people of our region feel safe, understood, believed in and cared for.
We nurture the recovery journey of anyone in need of our help. In Our Trust, everyone has a say in how they are supported and treated because we listen to every person in our care until they feel understood. Our patients, their families and carers work together with us towards better mental health.
We're committed to new thinking that improves the wellbeing of our region. We connect with our communities and partners to get mental health care right, in areas that really need it.
We won't rest until everyone in our region has the mental health care they need, to lead their best possible life.
Person Specification
Qualifications
Essential
1. Level 3 Qualification in relevant field or equivalent experience or willingness to work towards Level 3 qualification in Leadership and Management.
2. Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above/New GCSE in Maths and English (Grade 4 to 9) are an essential requirement to be fully competent in the role. Where an applicant does not have the above qualifications or is unable to provide evidence of the certification, the applicant MUST achieve the required standards during their probationary period.
Desirable
1. Level 3 Qualification in Leadership and Management.
2. RSA Level 2 or equivalent Secretarial/administrative experience in a clinical environment.
Experience
Essential
1. Experience of working in an administrative environment (diary management, filing systems, meeting coordination, minute taking, data input, collating and presenting information).
2. Customer Service experience (face to face, answering calls, correspondence).
3. Experience of organising competing demands and workloads.
4. Experience of setting up and maintenance of administrative systems and processes.
5. Experience of working autonomously and proactively.
Desirable
1. Experience of supporting/supervising staff.
2. Experience of handling monies and working within financial guidelines.
Knowledge
Essential
1. Comprehensive knowledge of Microsoft Office applications.
2. Understanding of data protection and the need for confidentiality and how to maintain this.
Skills
Essential
1. Good interpersonal and communication skills (articulate, meaningful, legible and appropriate to the audience).
2. Accurately transcribe data from a variety of sources, including digital dictation software.
3. Numerate to be able to undertake basic calculations/information.
4. Follow and work within defined procedures.
5. Good organisational skills and able to prioritise workload and work on own initiative within procedures.
6. High level of attention to detail and quality of work.
7. Ability to work as part of a team, sharing knowledge and training.
8. Ability to use and maintain office systems.
9. Demonstrate accurate keyboard skills through the ability to word process documents and complete information accurately.
Desirable
1. 6 - 12 months - Probation Procedure/ Supervision or Appraisal.
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .
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