Team Secretary - Adult Mental Health Team - Wallingford
Please note - this advert has been reposted therefore previous applicants to this position need not apply.
Are you looking for an exciting new career path in an award-winning team?
The South Adult Mental Health team has a rare opportunity within their Admin team, where you can work in a team where wellbeing and supporting each other is of utmost importance. Our Admin team received the Highly Commended Exceptional People Award in February 2022 for our hard work and commitment and look forward to welcoming a new member to our team!
We assist with the care of patients across South Oxfordshire with bases in Wallingford, Abingdon, Didcot, and Wantage. The admin team works across all of these patches and is a vital part of the team, helping to provide excellent care and service to our community patients.
We enable clinicians to concentrate on patient care by providing accurate and efficient admin support. This role includes providing administration support to a consultant, working within the current admin team, and providing reception and phone cover.
This role requires proficiency in all essential Microsoft Applications, Electronic Referral System (ERS), and working with our Rio systems which hold all patient data. A good understanding of these systems will help you excel.
We offer some weekly working from home days after the probation period, fitting in with the needs of the service.
Main Duties of the Job
The overriding duty of this role is to provide secretarial support to a consultant, managing their diary, booking appointments, and working alongside other secretaries to offer phone and reception support.
We also manage two inboxes: one for team work requests and the other for patient correspondence. You will assist in managing these when needed.
Some duties include using our Rio system to change patient details, add events, manage appointments, and upload relevant information.
You will need to communicate confidently and positively, working closely with the consultant and the team, and liaising with patients who may be unwell. You will arrange Multi-Disciplinary Meetings (MDT) with external agencies.
About Us
We are a friendly team consisting of 11 staff members within the admin team, supporting a larger team of clinicians including Consultants, Medics, Managers, Nurses, Occupational Therapists, Social Workers, Support Workers, and Peer Support Workers, collaborating with Mind, Connections, and Benefit workers.
Our team is spread across four bases in Abingdon, Didcot, Wallingford, and Wantage, covering the whole of South Oxfordshire. We pride ourselves on staff wellbeing and have created spaces to accommodate this.
The team is approachable and eager to help, sharing ideas and skills to ensure the best service possible. We are fortunate to work in South Oxfordshire, surrounded by green spaces and plenty of walking opportunities during lunch breaks.
Benefits of Working for Oxford Health NHS Foundation Trust Include:
* Excellent opportunities for career progression
* 27 days annual leave, plus bank holidays, increasing to 33 days with continuous service
* NHS Discounts across a wide range of shops, restaurants, and retailers
* Staff accommodation
* Lease car scheme
* Cycle to work scheme
Job Responsibilities
* Utilizing Microsoft skills for booking appointments and managing calendars.
* Creating letters via Bighand for patients, GPs, and others.
* Maintaining spreadsheets for managing letters sent by the trust.
* Using Microsoft Teams for virtual appointments and meetings.
* Covering annual leave with phone and reception duties or managing the admin inbox.
* Participating in weekly admin team meetings and 8-weekly meetings with Team Managers to address issues and changes.
* Supporting training needs and progression for employees.
This role is Monday to Friday, 9 am - 5 pm (37.5 hours per week).
You must be able to travel to all bases via your own or public transport.
Please Note:
* New starters have a 6-month probationary period, aiming to create a supportive working environment.
* Candidates not currently employed by the Trust who attend an interview for non-qualified Band 1-5 posts are required to undertake numeracy and literacy assessments.
* Appointment to this post is subject to satisfactory references covering 3 years of employment or study.
* Employees are expected to undertake mandatory and statutory training related to their role.
* We encourage applications from all areas of the community and users of mental health services as part of our commitment to equality.
* Oxford Health is committed to safeguarding and promoting the welfare of children and vulnerable adults.
Person Specification
Qualifications - Academic/Skills/Professional
* GCSE A-C or equivalent in English and Mathematics
* NVQ Level 2 in Admin or NVQ Level 2 Social Care; Formal Secretarial Training
Further Training or Job Related Aptitude and Skills
* Word processing experience
* Good understanding of the General Data Protection Act
* Desire to attend relevant courses
* Experience with digital dictation systems and software
Experience
* Experience of working in an office environment
* NHS experience or experience in a Social Care Setting
Personal Qualities
* Good communication skills with an empathetic approach
* High levels of emotional resilience
* Ability to work under pressure calmly
* Flexibility in approach to work and the changing needs of the service/team
* Desire to work in a Mental Health Setting
Contractual Requirements or Other Requirements
* Ability to travel between sites and to regional meetings
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a submission for Disclosure to the Disclosure and Barring Service.
Salary: £26,530 to £29,114 per annum/pro-rata
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