Job summary Band 3 - Team Secretary 16 hours per week An exciting opportunity has arisen within the Specialist Learning Disabilities Directorate. We are looking for an experienced part-time Administrator/Secretary to join our busy team at the Friary, Trent Valley Road, Lichfield. The Administrator/Secretary will provide efficient secretarial support to the Clinical Team Lead and members of the community team as required.The post holder will be expected to have a flexible and adaptable approach to work and will be able to prioritise and meet deadlines in order to meet the requirements of the service. Good written and interpersonal skills are essential. The Administrator/ Secretary will have daily contact with a wide range of staff at all levels and regular contact with service users and their carers.Previous experience of working within a learning disability setting is desirable. If you feel you have the skills to join this team please do not hesitate to apply. For an informal discussion please contact: Diane Goodwin, Clinical Team Lead on 0300 790 7000 or email Diane.Goodwinmpft.nhs.uk Or James Smith, Business Support Manager on 0300 790 7000 or email James.Smithmpft.nhs.uk Main duties of the job JOB PURPOSE: The Administrator/Secretary will be part of a small administration team which will provide comprehensive admin support to the South Staffordshire Community Learning Disability Team. Your main duties will include answering and directing phone calls, typing of confidential clinic letters, booking clinics, co-ordinating meetings and appointments, opening and scanning post, processing referrals, using IT systems (ie Rio) and dealing with general enquiries. You should have relevant experience in these areas. You will be expected to be able to prioritise work and meet deadlines in order to fulfil the requirements of the post. Excellent interpersonal and communication skills are essential with an ability to deal with highly sensitive and challenging situations, communicating to both internal and external service users. The post holder will show a willingness to assist others and be a key member of the team as such they may be required to provide cover for other bases within the service should the need arise. This role will be mainly office based. Please note, we may be required to close this vacancy early if we receive a high volume of applications. About us By joining Team MPFT, you will be helping your communities and in return for this, we will support you by; Supporting your career development and progression Excellent NHS Pension scheme Generous maternity, paternity and adoption leave Options for flexible working Up to 27 days annual leave (increasing with service up to 33 days) and the opportunity to purchase additional leave Extensive Health and Wellbeing support and resources If you work in our community teams, we pay for your time travelling between patients Lease car if you complete more than 500 business miles per annum, fully insured and maintained (including tyres), mileage paid at lease car rate Salary sacrifice car - fully insured and maintained (including tyres), your gross pay is reduced by the cost of the vehicle before tax, NI and pension deductions are calculated, mileage paid at business rates Salary sacrifice bikes up to £2k Free car parking at all trust sites Free flu vaccinations every year Citizens Advice support linked with a Hardship Fund for one off additional support up to £250 (if the criteria is met) And more. We are proud to be a diverse and inclusive organisation and there is a choice of staff networks that help you meet like-minded people. Please note, we may be required to close this vacancy early if we receive a high volume of applications Date posted 15 January 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year pa pro rata Contract Permanent Working pattern Part-time Reference number 301-JP-25-6917371 Job locations Friary Centre Lichfield WS13 6EE Job description Job responsibilities KEY RESPONSIBILITIES: Main duties and responsibilities Provide secretarial and administrative support to the Business Support Officer (BSO) and professionals within the multi-disciplinary team. Support The Operational Lead and other members of the management team as required. Have a working knowledge of Easy Read. Open, sort and distribute incoming post, prioritising and screening urgent correspondence ensuring it receives appropriate attention/direction. Undertake general office duties as required including filing, photocopying, scanning etc. Logging calls with the Trusts Service Desk for any building repairs, works etc. Ensuring the correct procedures are adhered to and stock levels are maintained for the teams. Prioritise and manage own workload to meet the needs and requirements of the service demands. Working with the South Staffordshire Community Learning Disability Team to process/document referrals into the team. Work within parameters of established procedures and to seek advice when necessary. Provide cover for other administrative staff within the wider team as required. Follow policies relevant to own role. Meet and greet visitors as necessary. Follow Standard Operating Procedures, good practice and established precedents. To participate in mandatory training and personal development towards developing advanced knowledge and practice in the field of Autism and/or mental health. Provide a full range of office tasks including filing, photocopying and faxing. The daily use of Microsoft Office packages such as Outlook, Word, Excel and PowerPoint. Input or extract data, as required, into/from non-clinical data systems (such as ESR, E-rostering) and clinical data systems including RIO. Use of manual and electronic bring forward system to prioritise own work load to support managers in preparing for advance meetings. Provide IT support including fault finding prior to contacting IT. Work within clear guidelines and processes but will have autonomy to plan and prioritise own workload and act independently. Use initiative in resolving conflicting diary appointments and schedules. Demonstrate duties to new starters, trainees/less experienced employees. Completes surveys as required e.g. staff survey. Identifies, minimises and reports risk of danger, harm and abuse to senior colleagues. At all times minimises risk to self by undertaking safe working practices whilst working under remote supervision. To liaise with the senior clinicians and the team manager in order to communicate any concerns about the safety, effectiveness and efficiency of the service Please see the attached Job Description & Person Specification for further details. Job description Job responsibilities KEY RESPONSIBILITIES: Main duties and responsibilities Provide secretarial and administrative support to the Business Support Officer (BSO) and professionals within the multi-disciplinary team. Support The Operational Lead and other members of the management team as required. Have a working knowledge of Easy Read. Open, sort and distribute incoming post, prioritising and screening urgent correspondence ensuring it receives appropriate attention/direction. Undertake general office duties as required including filing, photocopying, scanning etc. Logging calls with the Trusts Service Desk for any building repairs, works etc. Ensuring the correct procedures are adhered to and stock levels are maintained for the teams. Prioritise and manage own workload to meet the needs and requirements of the service demands. Working with the South Staffordshire Community Learning Disability Team to process/document referrals into the team. Work within parameters of established procedures and to seek advice when necessary. Provide cover for other administrative staff within the wider team as required. Follow policies relevant to own role. Meet and greet visitors as necessary. Follow Standard Operating Procedures, good practice and established precedents. To participate in mandatory training and personal development towards developing advanced knowledge and practice in the field of Autism and/or mental health. Provide a full range of office tasks including filing, photocopying and faxing. The daily use of Microsoft Office packages such as Outlook, Word, Excel and PowerPoint. Input or extract data, as required, into/from non-clinical data systems (such as ESR, E-rostering) and clinical data systems including RIO. Use of manual and electronic bring forward system to prioritise own work load to support managers in preparing for advance meetings. Provide IT support including fault finding prior to contacting IT. Work within clear guidelines and processes but will have autonomy to plan and prioritise own workload and act independently. Use initiative in resolving conflicting diary appointments and schedules. Demonstrate duties to new starters, trainees/less experienced employees. Completes surveys as required e.g. staff survey. Identifies, minimises and reports risk of danger, harm and abuse to senior colleagues. At all times minimises risk to self by undertaking safe working practices whilst working under remote supervision. To liaise with the senior clinicians and the team manager in order to communicate any concerns about the safety, effectiveness and efficiency of the service Please see the attached Job Description & Person Specification for further details. Person Specification Qualifications & Training Essential Good general education with English and Maths to GCSE standard or equivalent. Willingness to undertake training relevant to the post. General office skills, literacy and numeracy skills. Experience Essential Experience of tactfully and efficiently dealing with a variety of internal and external professionals and clients/patients ensuring their needs are met. Good telephone manner and written communication skills. Desirable Experience working in Learning Disability Services. Skills, Knowledge & Abilities Essential IT skills, including keyboard skills and experience of Microsoft packages & databases. Required to take accurate messages of a clinical nature and pass to clinical team & colleagues as appropriate. Good organisational skills and able to work as part of a team. Person Specification Qualifications & Training Essential Good general education with English and Maths to GCSE standard or equivalent. Willingness to undertake training relevant to the post. General office skills, literacy and numeracy skills. Experience Essential Experience of tactfully and efficiently dealing with a variety of internal and external professionals and clients/patients ensuring their needs are met. Good telephone manner and written communication skills. Desirable Experience working in Learning Disability Services. Skills, Knowledge & Abilities Essential IT skills, including keyboard skills and experience of Microsoft packages & databases. Required to take accurate messages of a clinical nature and pass to clinical team & colleagues as appropriate. Good organisational skills and able to work as part of a team. 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Midlands Partnership NHS Foundation Trust Address Friary Centre Lichfield WS13 6EE Employer's website https://www.mpft.nhs.uk (Opens in a new tab)