Initial Assessment Co-ordinator/Team Secretary

Hertfordshire Partnership University NHS Foundation Trust; Welwyn Garden City; On-site; GBP 25,000 - 35,000; Full time

Job summary

A healthcare organization is seeking a Team Initial Assessment Coordinator / Secretary in Welwyn Garden City. The successful candidate will coordinate initial assessments, manage admin tasks, and provide high-level support within a multi-disciplinary team. Experience in a mental health environment or the NHS is preferred. Strong administrative and interpersonal skills are essential for this role, which involves maintaining confidentiality and professionalism at all times.

Qualifications

• Experience in a mental health environment or NHS is desirable.
• Proficient knowledge of care notes is desirable.
• Ability to organise and plan complex events.

Responsibilities

• Coordinate initial assessments and oversee processes.
• Provide comprehensive secretarial and administrative service.
• Manage appointments and diary coordination.

Skills

Good standard of English

Advanced keyboard skills

Experience as a Secretary/Administrator

Knowledge of mental health terms

Diary management

Education

ECDL qualification or equivalent

RSA III/NVQ 3 or equivalent

Tools

Word

Excel

PowerPoint

Job description

Overview

As a Team Initial Assessment Coordinator / Secretary you will lead a comprehensive, professional secretarial and administrative role focusing on the co-ordination of initial assessments and overseeing the process within a given time frame. You will work closely with the Multidisciplinary team and provide a lead within the admin team for Data Quality. The postholder will have access to vulnerable people in the course of their duties and, as such, the role is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and will require a Disclosure to the DBS to check for any previous convictions.

You will be the first point of reference and must display initiative, possess mature judgement, and maintain a calm, friendly and efficient manner when dealing with service users, their relatives, colleagues and visitors. You will work independently using initiative and applying a high degree of confidentiality to all work. You should undertake non-routine duties without direct supervision, working within broad procedural guidelines. The Older Adult Community team is a dynamic, fast-paced service; we are looking for someone who can use their initiative, maintain calm and be courteous when dealing with service users, relatives, colleagues and visitors. This role is pivotal to service provision as it is often the first contact for people seeking access to the service. You will be skilled in arranging appointments within statutory time scales, recording accurate and timely records of meetings, and ensuring paperwork is completed in accordance with guidelines. The role requires flexibility to meet the changing demands of the service.

Responsibilities

• Coordinate initial assessments and oversee the process within defined timeframes.
• Provide a comprehensive secretarial and administrative service to the Team.
• Lead within the admin team for Data Quality.
• Manage appointments and diary coordination to ensure efficient use of managers’ time.
• Record accurate and timely records of meetings and ensure paperwork complies with guidelines.
• Work with clinicians to ensure documentation adheres to guidelines.
• Maintain confidentiality and demonstrate initiative, tact, and professionalism when dealing with service users, relatives, colleagues and visitors.
• Undertake non-routine duties without direct supervision, within broad procedural guidelines.

Qualifications and Experience

• Good standard of English; numerate.
• ECDL qualification or equivalent; advanced keyboard skills.
• Experience as a Secretary/Administrator.
• Experience in a mental health environment or NHS.
• Knowledge of terms used in Mental Health in day-to-day work; RSA III/NVQ 3 or equivalent.
• Trained and experienced at an intermediate level in Word, Excel, and PowerPoint; good working knowledge of email and internet.
• Proficient knowledge of care notes (Desirable).
• Advanced secretarial skills including audio and shorthand (Desirable).
• Ability to organise and plan complex events (e.g., training sessions, therapy groups).
• Ability to prioritise own workload within guidelines; capable of diary management and coordinating appointments to optimise managers’ time.
• Experience transcribing formal minutes of meetings; experience supervising and training others.
• Independent/lone working and team-working skills; adaptability to change and ability to be flexible and show initiative, sensitivity and enthusiasm.

Other Information

• Candidates who require a Skilled Worker visa should review eligibility for sponsorship using GOV.UK criteria.
• Hertfordshire Partnership University NHS Foundation Trust (HPFT) is an outstanding organisation with ambitions to match, including Care Quality Commission recognition and a focus on delivering high-quality mental health and learning disability services.