Tees Esk and Wear Valleys NHS Foundation Trust
We are looking for an experienced, self-motivated individual to provide administration and secretarial support to our Scarborough, Whitby and Ryedale Community Learning Disability Team. The team forms part of a wider North Yorkshire LD Service across our 4 Community Teams based in York, Harrogate, Northallerton and Scarborough providing support to service users, carers and their families locally.
As the Team Administrator/Secretary, you will be a key member of the team providing administration and secretarial support to the local MDT Team supporting daily huddles and referrals, arranging meetings and appointments, and processing letters and reports ensuring they are recorded on the Trust's electronic patient records.
You must have the Right to Work in the UK in order to be successfully appointed to this role. Please note, this role does not meet the required eligibility criteria for sponsorship under the Skilled Worker visa, and therefore the Trust is unable to offer sponsorship for this particular role.
Main duties of the job
You will be part of a small Administration Team working together to support a Receptionist and Medical Secretary to provide a professional and efficient service to our service users, carers, and other colleagues from our community teams.
You will support the daily clinical huddles, processing any referrals or administration work that is required and back up front of house enquiries during breaks and absences.
Dealing with referrals to the team and taking appropriate action to process and accurately record relevant information on the Trust's patient records or databases following standard work.
Provide a comprehensive secretarial service by processing and storing appropriate correspondence and undertake any general office duties as required (e.g., printing, copying, etc.).
Manage diaries as required for members of the clinical team.
Arrange meetings, including booking venues, organizing catering, and providing administration support to appropriate meetings ensuring that papers are distributed and any other administration follow-up actions as required.
About us
We are the Mental Health and 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 are 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.
Job responsibilities
First point of contact for service users, family, and carers, responding to a range of enquiries or concerns over the telephone. This may involve arranging for an interpreter. Service users have a range of mental health conditions and/or learning disabilities.
Processes referrals, letters, emails, and reports for clinical staff and the Team Manager ensuring appropriate action is taken on the Trust's patient system.
Manages diaries and appointments for clinical staff.
Provides comprehensive secretarial service to clinical staff and the Team Manager within the team including any appropriate general office duties as required.
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.
Please contact the team on 01723580940 if you would like to arrange an informal visit.
Person Specification
Qualifications
* Level 3 Qualification in relevant field or equivalent experience or willingness to work towards Level 3 qualification in Leadership and Management.
* 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.
Experience
* Experience of working in an administrative environment (diary management, filing systems, meeting coordination, minute taking, data input, collating and presenting information).
* Customer Service experience (face to face, answering calls, correspondence).
* Experience of organizing competing demands and workloads.
* Experience of setting up and maintenance of administrative systems and processes.
* Experience of working autonomously and proactively.
* Secretarial/administrative experience in a clinical environment.
* Experience of participation in service and quality improvement initiatives.
* Experience of supervising/training junior administrative staff.
* Experience of handling monies and working within financial guidelines.
Knowledge
* Comprehensive knowledge of secretarial and administrative procedures and the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines.
* Comprehensive knowledge of Microsoft Office applications (Word, Excel, and Outlook).
* Understanding of confidentiality and the associated legal and policy requirements.
* Working knowledge of medical/psychological terminology.
Skills
* Must be able to copy type and transcribe accurately from audiotape and/or shorthand.
* Must be able to input data accurately/efficiently.
* Must be able to demonstrate good organizational and diary management skills to include coordination of meetings and associated duties.
* Must be able to communicate effectively in the English language and demonstrate both verbal and written comprehensive skill.
* Must be able to maintain concentration and attention to detail whilst also dealing effectively with interruptions.
* Must be able to work on own initiative, prioritize work, and consistently meet deadlines.
* Depending on work area, supervise staff in a positive manner to facilitate delivery of an effective service.
* Touch typing.
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.
Tees Esk and Wear Valleys NHS Foundation Trust
£24,071 to £25,674 a year pro rata per annum.
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