Clinical Team Secretary (Band 3) - Administration - Nottinghamshire Healthcare NHS Foundation Trust

Nottinghamshire Healthcare NHS Foundation Trust; Newark on Trent; On-site; GBP 24,000 - 26,000; Part time

Job summary

Nottinghamshire Healthcare NHS Foundation Trust is seeking a Clinical Team Secretary in Newark to support a dynamic team. The position entails providing administrative support, managing communications, and ensuring efficient operations within the team. Candidates should have relevant qualifications and experience in a healthcare setting.

Qualifications

• Typing and administration skills to support a clinical team
• Experience in a customer-facing role and within the NHS preferred
• Excellent interpersonal and communication skills

Responsibilities

• Provide comprehensive secretarial services to the multi-disciplinary team
• Processing patient referrals and arranging assessments
• Act as a point of contact for patients and visitors

Skills

Clear communication skills

Flexible approach

Ability to prioritize workload

Excellent telephone manner

Education

Typing/word processing qualification to RSA/OCR III standard

Knowledge of Business & Administration procedures (NVQ Level 3)

ECDL

Tools

Microsoft Office

Patient Information Systems

Job description

We have vacancies in the following areas, click on each sector for the current roles we are recruiting for.

You can view all of our vacancies on our website however; you will be transferred to our recruiting system Trac if you click the Apply link within each advert. Within Trac youare able to set up a job account and create job alerts viaemail for roles you are interested. The Trac system enables all applications to be completed online and will enable you to book interviews. You can access the Trac site here:https://apps.trac.jobs/ .

Site Balderton Primary Care Centre Town Newark, Nottinghamshire Salary £24,625 - £25,674 per annum (pro rata for part time) Salary period Yearly Closing 13/07/2025 23:59

Job overview

The CAMHS Community North Team are looking to recruit an experienced Clinical Team Secretary. You will be joining a friendly, dynamic and professional multi-disciplinary team. We work with professional networks including carers, schools, health professionals, social care and short break providers, alternative provisions and offer tailored consultations, advice and strategies for each young person. Our main base is at Balderton Primary Care Centre and we also have a base at Langold Clinic.

This role requires an experienced secretary to provide an efficient and comprehensive secretarial service to support the multi disciplinary team. The role would suit someone who is highly motivated, able to work on their own initiative and has a flexible and adaptable approach with excellent multi-tasking abilities. As part of your induction and development, you will be trained to support our colleagues in the CAMHS Community Team.

Our core business hours are 9.00am to 5.00pm Monday to Friday. The post is advertised as part time and we are ideally looking for Monday, Wednesday and Friday hours on these days are negotiable. Our admin team are currently working a mix of office base / work from home however during the induction and training period it will be helpful for all hours to be based within the office.

Main duties of the job

• Clear and effective communication skills
• Flexible approach to working practices
• Ability to prioritise workload
• Ability to work without direction supervision
• Ability to communicate with clients, carers, staff and visitors in an appropriate manner
• Flexibility to cover admin colleagues
• Excellent telephone manner
• Ability to follow instruction and guidelines
• Knowledge of Confidentiality and the Data Protection Act
• Ability to demonstrate an understanding of Equality and Diversity principles
• Experience of working with databases, Microsoft Office, audio typing, minute taking.

Working for our organisation

#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

Detailed job description and main responsibilities

To provide efficient administrative and secretarial services to include the typing of letters and reports ensuring accuracy and a high standard of presentation.

General office duties which will include answering the telephone, taking messages, photocopying, dealing with post, electronic filing, scanning, uploading and associated duties in an efficient and timely manner.

Processing patient referrals and arranging initial assessments which will include liaison with professionals and families.

To maintain communication links between Consultants, other members of the multi-disciplinary team and other agencies involved in the care of the patient.

When required, to act as a first point of contact for clients and visitors to the site, offering an efficient and welcoming reception service.

To deal with patient queries in an appropriate, sensitive, confidential and timely manner.

Assist the Admin Lead and Clinical Team in adhering to performance targets by the retrieval of data from the Trusts reporting system.

Operation of the Petty Cash System in line with Standing Financial Instructions.

Ensure that efficient systems are in place regarding the requisitioning, issuing and monitoring of stationery, equipment and furniture from stock / non stock suppliers in line with Standing Financial Instructions.

To cover in the absence of other admin colleagues.

To undertake any other duties which may reasonably be regarded as within the nature of the duties and responsibilities / grade of the post as defined, subject to the proviso that normally any changes of a permanent nature shall be incorporated into the job description in specific terms.

Please note that this post does not meet the pay or skill 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

Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.

You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies

Person specification

Qualifications - Academic & Professional

• 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
• Medical Terminology
• ECDL

Experience

• Scheduling/ Diary 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

Skills

• Excellent interpersonal/communication skills, including excellent written and oral skills.
• Excellent telephone manner
• Good interpersonal skills
• Good numeracy and literacy skills
• Numerate

Values & 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 colleagues are expected 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

Training

• Microsoft Office i.e Database, Excel, Word, Powerpoint
• Minute taking

Knowledge

• Computer literacy including Word, Excel, Outlook, Database
• Maintain electronic records/information on computer

Contractual Requirements

• Ability to travel between venues
• Requirement to complete Mandatory Training

Physical requirements

• Requirement for sitting in a restricted position for a substantial proportion of the working time
• There is a frequent requirement to set up meeting/training rooms

Additional Information

• We reserve the right to close the post early once we have received a sufficient number of applicants.
• The Trust believes in treating everyone with dignity and respect and encourages applications from all sectors of the community. We guarantee an interview to candidates with disabilities who meet the minimum essential criteria.
• In submitting an application form, you authorise Nottinghamshire Healthcare NHS Foundation Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you. This data will be transferred using NHS Electronic Staff Record and third party systems via an automated process and only used for the purposes of obtaining and maintaining accurate employment records, should you be appointed to the post. Should you require any further information please refer our Privacy Policy shown on the Trust website, please click here for more information.
• For eligible posts, DBS disclosures are mandatory before commencement of employment. If you are in a position that is deemed a regulated adult and/or child care role, you will not be able to start your employment until we have received a satisfactory DBS Disclosure. The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. Convictions which would otherwise be considered as 'spent' will also be checked as part of an Enhanced DBS Disclosure.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Name Tracy Jacques Job title Operational Team Lead Email address [e-mail] Telephone number 07824451595 Additional information

Ryan Smith - Clinical Team Lead

[e-mail]

If you have problems applying, contact

Address Duncan Macmillan House
Porchester Road
Mapperley
Nottingham
Nottinghamshire
NG3 6AA
Telephone [phone] - Corporate/Mental Health Services