Job summary
We have an exciting opportunity within the PATH East & North Team - The Early Intervention in Psychosis team who cover the East & North of Hertfordshire. The Team base is at Saffron Ground offices in Stevenage, and this is where the role would be based.
We are looking to appoint an enthusiastic and friendly Team Administrator/Medical Secretary for our busy community team. You will provide confidential and efficient administrative support to the PATH Service and Medical Secretary support to include our Consultants Psychiatrists and Psychologists in the team.
Please be aware that this role is NOT eligible for Sponsorship
If you already work for HPFT on a health and care visa, you will NOT be able to transfer your visa to this role as this role is NOT eligible for Sponsorship
Main duties of the job
This is a busy and varied role, good interpersonal and organisational skills are required. You will receive training around the Electronic Patient Record system Paris. The successful candidate will need to have experience in the use of audio typing, taking minutes in meetings, the full Microsoft Office suite including outlook and the use of spread sheets.
You will be required to work on your own initiative and demonstrate a willingness to help others and will be a key member of the team. The candidate 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 combined with an ability to deal with sensitive and potential challenging situations.
You must be able to build effective working relationships, be approachable and with a flexible approach to work. If you feel you have the skills and experience for this post we would love to hear from you!
Please note the working hours for this post are 30 hours per week and will be Monday to Thursday - - please consider these before applying.
About us
Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from the Care Quality Commission
Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Welcoming. Kind. Positive. Respectful. Professional.
Job description
Job responsibilities
Job Summary:
The Team Administrator will lead in the provision of comprehensive, professional and effective administrative service to the PATH East and North Team The Early Intervention in Psychosis service for East & North Hertfordshire. This includes answering the telephone, note taking, audio typing dictations of patient letters and reports, updating patient records using the Paris system, booking appointments for service users, diary management and daily email management. They will be responsible for updating and setting up systems for administration that help support the service to run smoothly. The post holder will be required to work independently using their initiative, and applying a high degree of confidentiality to all of their work.
All staff should comply with the Trust's Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.
Job Responsibilities:
Responsibility for ensuring all correspondence is accurately and appropriately presented.
E-mail & Diary Management
Booking service user appointments and sending appointment letters
Audio-typing of patient letters and reports
To be highly skilled and experienced in the full range of secretarial work practices and software programs.
To use appropriate programs on a daily basis to create a variety of documents to meet the diverse needs of the team.
To transcribe formal minutes of meetings and distribute and store/file as necessary.
To be responsible for the accurate storage and retrieval of information according to the Data Protection Act 1984 and Freedom of Information Act 2000 and archiving where possible
Responsible for a number of electronic data bases and filing systems
To use knowledge and experience to meet the needs of the service by completing tasks on a daily basis
To update skills as necessary and attend mandatory training.
To produce and use spreadsheets and be involved in monitoring KPIs
Person Specification
Qualifications/ Education/ Training
Essential
1. Intermediate level Training and relevant experience in Word, Excel,Powerpoint
2. Experience in an NHS or Healthcare environment
3. RSA Level 3/NVQ Level 2 or equivalent
Desirable
4. Proficient knowledge of PARIS
5. Knowledge Mental Health terminology
Skills/ Knowledge/ Ability
Essential
6. Experienced in taking minutes in meetings
7. Experienced in diary management to book appointments and meetings
8. Audio Typing Skills
Desirable
9. Knowledge of Paris patient record system
Analytical skills
Essential
10. Responsibility of maintaining accurate records of patient details, notifying all professionals and agencies involved.
11. To be expert at data entry and reporting.
Communication
Essential
12. Excellent verbal and written communication skills in person, on telephone, or email
13. Good standard of English
14. To be experienced in dealing with people in distress in a calm and confident manner