Job summary 1 x 37.5 hours per week We at the Enhanced Mental Health Team West are looking for a new medical secretary, the post is based at Kendray hospital & the successful candidate will provide a comprehensive & confidential administration support for the consultant Psychiatrist & manage the admin support for the multi-agency risk assessment conference (MARAC) which is attended in rotation by all the team leads in Barnsley. This process is to support persons affected by domestic abuse who live in the Barnsley area. The successful candidate will be part of the admin team & also at times assist in general administrative duties & will have some face-to-face interactions with our service users, visitors & other clinical staff within the James Barnes Centre. We are a family friendly team; our opening hours are 8.30am to 7pm Monday to Friday and 9-5 on weekends. The post holder will be expected to work predominantly Monday to Friday 9-5 however flexibility and a healthy work life balance is promoted in the team. If you would like to discuss any of this above, please call or email the team manager Shani Robinson. At the time of advertising, this role does not meet the minimum requirements (salary threshold or occupational requirements) set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, unfortunately we are unable to sponsor anyone on a visa for this role at this moment in time. Main duties of the job Essential organisational skills to be able to plan Doctor s diary and arrange meetings. Minute taking Excellent customer service/telephone skills to enable to manage the busy phonelines to the service. This role is part of a wider Admin Team, and crucial to be able to use your own initiative and also work as part of a team. Maintain organisation of room bookings held at James Barnes Centre. You must have an ability to be flexible and a willingness to adapt to change in order to meet the demands of the post. You must have excellent verbal & written communication skills and have good interpersonal skills. Good general organised administrative skills to follow admin processes Experience of electronic client clinical systems are advantageous but not essential as training will be given. 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 26 February 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year Contract Permanent Working pattern Full-time, Flexible working Reference number C9378-B2078 Job locations Kendray Hospital Doncaster Road Barnsley S Yorkshire S70 3RD 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 Line Manager/Admin Supervisor, 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 Line Manager. 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. For full details of the role please see the supporting documents attached. We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. We strongly discourage this and will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form. 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 Line Manager/Admin Supervisor, 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 Line Manager. 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. For full details of the role please see the supporting documents attached. We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. We strongly discourage this and will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form. Person Specification 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. 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. Experience Essential Recent Secretarial/administrative experience. Copy /audio typing if applicable to role. 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. Of NHS software programme. Leadership skills. Customer Care skills. Excellent IT skills. 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. Problem solving skills. Qualifications Essential Must be appropriate to the role: NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services). Or, be able to demonstrate competency at level 3. Desirable Willingness to undertake further study/development. 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 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. 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. Experience Essential Recent Secretarial/administrative experience. Copy /audio typing if applicable to role. 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. Of NHS software programme. Leadership skills. Customer Care skills. Excellent IT skills. 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. Problem solving skills. Qualifications Essential Must be appropriate to the role: NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services). Or, be able to demonstrate competency at level 3. Desirable Willingness to undertake further study/development. 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). 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 South West Yorkshire Partnership NHS Trust Address Kendray Hospital Doncaster Road Barnsley S Yorkshire S70 3RD Employer's website https://www.southwestyorkshire.nhs.uk (Opens in a new tab)