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 29 October 2024 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 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. Employer details Employer name Hertfordshire Partnership University NHS Foundation Trust Address Centenary House Hitchin, SG5 1JN Grammar School Walk Hitchin SG5 1JN Employer's website https://www.hpft.nhs.uk/careers/ (Opens in a new tab)