Job summary
An excellent opportunity has arisen for a highly motivated, experienced and flexible secretary to join the administration team at Ridgeway, Rosebery Park Hospital.
The post holder will be required to provide high quality and comprehensive secretarial support to the Psychology Team and play a key role in supporting them achieve their objectives.
The successful candidate should be able to demonstrate their ability to work on their own initiative, manage diaries, prioritise commitments and work to ensure tasks are carried out in a timely and efficient manner.
The successful candidate will organise, attend and complete minute taking of meetings and accept responsibility for drafting agendas, collating papers, coordinating equipment and administrative follow up.
The successful candidate will have very good interpersonal and communication skills with evidence of a good standard of general education and in depth knowledge of the Microsoft Office package, including Word and Excel, as well as audio, email/internet and use of MS Teams.
The post holder will at times be the first point ofcontact with service users, carers, family and members of the publicand should be able to interactcompassionately and promote at all times apositive image of people with mental health difficulties
Experience of working within an office administration environment is essential, as well as significant secretarial experience at a senior level.
Main duties of the job
1. To undertake non-routine activities, which may be delegated by the line managers, senior managers or other members of the psychology team.
2. First point of contact for service users, family and carers dealing with a range of enquiries or concerns in person or over the telephone. This may involve arranging for an interpreter.
3. Provides the provision of a full secretarial service to the psychology team including triaging of e-mails and post, administering annual leave and study leave applications, booking attendance at training events and conferences and liaising with designated staff to ensure accommodation and travel is booked as required.
4. Provides a comprehensive word processing service from shorthand and/or audio dictation (including letters, reports, memos, minutes etc) accurately and in a timely manner.
5. Accurately inputs, updates and retrieves data using a variety of data collection systems (electronic and paper-based) including booked admissions, patient records, clinical coding etc and any new systems that may be introduced in the future.
6. Manages the diaries of managers and other psychology staff.
7. Organises workshops and conferences that may include the identification and booking of venues, speakers, catering and equipment, liaising with designated staff to ensure accommodation and travel is booked as required and corresponding with applicants and course facilitators.
8. Undertakes general office duties as necessary including faxing, photocopying, filing etc.
About us
We are the Mental Health & Learning Disability NHS Trust for County Durham and Darlington, Teesside, North Yorkshire, York and Selby.
From education and prevention, to crisis and specialist care --our talented and compassionate teams work in partnership with our patients, communities and partners to help the people of our region feel safe, understood, believed in and cared for.
We nurture the recovery journey of anyone in need of our help. In Our Trust, everyone has a say in how they are supported and treated because we listen to every person in our care until they feel understood. Our patients, their families and carers work together with us towards better mental health.
We're committed to new thinking that improves the wellbeing of our region. We connect with our communities and partners to get mental health care right, in areas that really need it.
We won't rest until everyone in our region has the mental health care they need, to lead their best possible life.
Date posted
29 October 2024
Pay scheme
Agenda for change
Band
Band 4
Salary
£26,530 to £29,114 a year (pro rata) per annum
Contract
Permanent
Working pattern
Full-time, Part-time
Reference number
346-FMH-043-23-B
Job locations
Roseberry Park Hospital
Marton Road
Middlesbrough
TS4 3SW
Job description
Job responsibilities
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.
Person Specification
Qualifications
Essential
9. EITHER: BTEC Diploma/Level 3 Diploma in Team Leader/Supervisor or equivalent (ie NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Diploma in Team Leader/ Supervisor within an agreed timescale
10. IT Qualification (ie: ITQ Level 2 / ECDL / RSA / CLAIT) OR Equivalent knowledge gained through relevant work experience
11. Key skills/functional skills in literacy and numeracy Level 2 OR O'Level (Grade C and above) / New GCSE in Maths and English (Grade 4 to 9)
Desirable
12. Digital dictation or audio-typing qualification
13. IT Digital Training or willingness to complete
Experience
Essential
14. Significant secretarial experience
15. Experience of participation in service and quality improvement initiatives
16. Where applicable, experience of supervising/training junior administrative staff
Desirable
17. Within a clinical environment.
Knowledge
Essential
18. Comprehensive knowledge of secretarial and administrative procedures and the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines.
19. Comprehensive knowledge of all Microsoft Office applications
20. Understanding of confidentiality and the associated legal and policy requirements.
21. Knowledge of quality improvement systems in healthcare.
Desirable
22. Working knowledge of medical/psychological terminology
Skills
Essential
23. Copy type and transcribe accurately from audiotape and/or shorthand.
24. Input data accurately / efficiently.
25. Demonstrate good organisational and diary management skills to include co-ordination of meetings and associated duties.
26. Communicate effectively in the English language and demonstrate both verbal and written comprehension skill.
27. Maintain concentration and attention to detail whilst also dealing effectively with interruptions.
28. Work on own initiative, prioritise work and consistently meet deadlines
29. Depending on work area, lead, motivate and manage staff in a positive manner to facilitate delivery of an effective service.
30. Extensive use of all Microsoft Office & Outlook applications including word, excel, powerpoint, email and internet.