Clinical Team Secretary - CAMHS WEST Admin

Nottinghamshire Healthcare NHS Foundation Trust; Mansfield; On-site; GBP 20,000 - 25,000; Full time

Job summary

A leading healthcare organization is seeking to appoint an Administrative Assistant to provide essential support to our clinical teams. The role encompasses a variety of tasks, including managing patient referrals, providing a welcoming reception service, and undertaking general administrative duties. Candidates should possess excellent communication skills and relevant qualifications to thrive in this fast-paced environment.

Benefits

Access to training programs

Contributory pension scheme

Generous annual leave entitlement

Qualifications

• Typing/word processing qualification to RSA/OCR III standard or equivalent experience.
• Knowledge of Business & Administration procedures through NVQ Level 3 or proven experience.

Responsibilities

• Provide efficient administrative and secretarial services.
• Maintain communication links between various teams and professionals.

Skills

Excellent interpersonal/communication skills

Administrative skills

Excellent telephone manner

Good interpersonal skills

Good numeracy and literacy skills

Education

Typing/word processing qualification to RSA/OCR III standard

NVQ Level 3 in Business & Administration

Tools

Microsoft Office

Job description

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 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

Essential criteria

• 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

Desirable criteria

• Medical Terminology
• Audio typing
• ECDL

Experience

Essential criteria

• 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

Desirable criteria

• Experience of working within the NHS
• Knowledge of Patient Information Systems

Skills

Essential criteria

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

Values & Behaviours

Essential criteria

• 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

Essential criteria

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

Knowledge

Essential criteria

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

Contractual Requirements

Essential criteria

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

Physical requirements

Essential criteria

• 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

Applicant requirements

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.

Documents to download

• Job Description and Person Specification (PDF, 352.4KB)
• Colleague Benefits (PDF, 16.1MB)
• About Nottinghamshire Healthcare (PDF, 1.5MB)
• Colleague Benefits (PDF, 16.2MB)