Nottinghamshire Healthcare NHS Foundation Trust
To work as part of a team providing secretarial, clerical and administrative support to the City North Local Mental Health Team.
You will be responsible for supporting consultants and junior doctors in all administrative aspects and having daily interactions with our patients.
Responsibilities are wide-ranging and varied. You'll deal with enquiries from other services and GPs as well as from existing patients and those waiting to be assessed by our service. You will respond to incoming/outgoing calls, organise appointments, respond to email enquiries, process patient prescriptions and support the multi-disciplinary team of clinicians.
Please note that this post does not meet the pay level required for a Skilled worker visa. Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances, the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.
Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa.
Main duties of the job
Provide an efficient secretarial/administration/reception support service.
Produce high-quality reports within agreed deadlines, as required.
Undertake office duties including diary management and message management, opening and distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents, typing and audio typing, photocopying, collating of documents and electronic filing, as well as general administration support services. Deal with requests and enquiries and forward them to the relevant team member.
Facilitate meetings including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking.
Work flexibly and provide cover, which may include the requirement to travel to different sites.
Process patient referrals, produce clinical correspondence, and respond to patient and third-party email and phone enquiries.
Monitor and order stock and non-stock items, as required.
Manage, update and maintain diary schedules, ensuring that conflicting and amended appointments are actioned appropriately.
A full UK driving licence and vehicle for business use is required for this post; however, reasonable adjustments will be made for disabled individuals in line with the Equality Act 2010.
About us
#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.
We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.
The health and wellbeing of our colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.
The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment.
Job responsibilities
The post holder will be working within the Adult Mental Health team and will be involved in team meetings, including business, referral, and admin meetings to offer an admin support function. The post holder will support the team's performance data ensuring Trust standard targets are met.
Excellent communication skills are essential within this role. This will involve daily contact with patients and the exchange of confidential, sensitive information between staff, patients, carers, and internal/external agencies, using tact, diplomacy, and respect in a form that is appropriate to them and the situation, and constructively managing barriers to effect communication.
Maintain a position of integrity at all times whilst appreciating the need for a high level of confidentiality when dealing with patient/carer information and issues pertaining to this post, in line with Caldicott principles, the Data Protection Act, and any new legislation arising in the future. Communicate in a manner and keep accurate and complete records that are consistent with relevant legislation, policies, and procedures.
Minimum Requirements
Typing/Word processing qualification to RSA/OCR III standard or equivalent level of experience.
Experience of audio-typing would be beneficial.
Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience.
Proficient in the use of IT systems including Microsoft Office Excel, Outlook, Word, Database & internal systems including Patient and staff Information systems.
Good general education including English Language and Maths to GCSE or equivalent.
Accurate minute-taking skills.
Ability to meet deadlines.
Ability to work on own initiative.
Excellent organisational skills.
Team player.
Understanding of data protection and maintaining strict confidentiality.
Experience of working in a customer-facing role.
Experience of working in a busy environment.
Person Specification
Qualifications
* Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience.
* Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience.
* ECDL.
* Medical Terminology.
Training
* Minute taking.
* Microsoft Office Packages.
Experience
* Scheduling/Dairy Management.
* Minute Taking.
* Experience of working in a customer-facing role.
* High Level Microsoft Office software.
* Previous experience of working in an office environment.
* Ability to work as an effective team member.
* Experience of working within the NHS.
* Knowledge of Patient Information Systems.
Knowledge
* Knowledge of Confidentiality and Data Protection.
Skills
* Excellent interpersonal/communication skills, including excellent written and oral skills.
* Excellent telephone manner.
* Planning and Organisational Skills.
Values and Behaviours
* All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust, Honesty, Respect, Compassion, Teamwork.
* All staff should be able to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion as identified within the Trust's Equality and Diversity Policy and associated Equality, Diversity and Human Rights legislation.
Contractual Requirements
* A full UK driving licence and vehicle for business use is required for this post; however, reasonable adjustments will be made for disabled individuals in line with the Equality Act 2010.
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 name
Nottinghamshire Healthcare NHS Foundation Trust
£24,071 to £25,674 a year (pro rata for part time)
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