Team Secretary

Oxford Health NHS Foundation Trust; Marsh Baldon; On-site; GBP 21,000 - 25,000; Full time

Benefits offered by this job

Competitive pay rates

24/7 support service for staff

Multi-location shifts across trusts

Shift/timesheet portal access

Job summary

Oxford Health NHS Foundation Trust is seeking an administrative and secretarial professional to support the Consultant, psychiatrists and ward MDT. The role requires accurate data entry into patient records, diary management, minute-taking, and effective liaison with patients, carers and external agencies.

The position offers a 37.5-hour week, temporary for 3 months with a possibility of extension, based at Littlemore Mental Health Centre in Oxfordshire.

Qualifications

• In depth understanding of the roles and responsibilities involved in working within the NHS
• Knowledge of the systems used to complete your role to the highest standard
• A sense of teamwork gained through working with colleagues at all levels

Responsibilities

• Produce correspondence and reports for the Consultant and MDT using typing skills
• Organise and attend meetings, prepare agendas, distribute papers, take minutes
• Arrange MDT diary coordination and Ward Rounds meetings
• Enter patient information into the EP system accurately and timely
• Support administrators and secretaries to maintain an efficient administrative service
• Maintain a comprehensive filing system and timely circulation of documents
• Ensure confidential information is disposed of per GDPR/local policies
• Communicate with patients, carers and external agencies by phone, letter and email
• Work across NHS trusts and teams to develop professionally

Skills

Good communication and organisation

Microsoft Office (Outlook, Teams)

Minute taking

Liaise with professionals and clients

Prioritise workload

Data Protection Act knowledge

Job description

• Using typing skills, to produce correspondence and reports as required for the Consultant and MDT.
• Organising and attending meetings, preparing agendas, ensuring all appropriate arrangements have been made prior to meetings, including collation and distribution of any relevant papers, taking minutes and ensuring their timely distribution.
• Arrange meetings and appointments and ensure diaries are efficiently maintained and coordinated for the MDT.
• Arrange meetings for Ward Rounds for the Consultants and Doctors.
• Entering patient information into the electronic patient record ensuring the information is entered accurately and in a timely manner. This includes updating demographic information, uploading correspondence, creating new episode/spells as need.
• To work with, and support, other administrators and secretaries to maintain a comprehensive and equitable administrative service.
• Maintaining a comprehensive filing system. Ensuring that all necessary circulation of correspondence and other documentation is completed to schedule.
• Ensuring confidential information is disposed of appropriately and in a timely manner according to GDPR and local policies.
• Taking appropriate action with regards to communication made and received by telephone, letter and e‑mail. This includes communications with patients, carers, external agencies e.g. requests for consultants to call back patients, requests for Ministry of Justice paperwork
  An in depth understanding of the roles and responsibilities involved in working within the NHS
• Knowledge of the systems used, to effectively complete your role to the highest standard at all times.
• A sense of teamwork, gained through working alongside and supporting colleagues from all levels, within the organisation.

You'll have the following skills/experience:

• Good communication and organisation skills
• Knowledge of Microsoft Office Packages including Outlook TEAMS
• Minute taking skills
• Ability to liaise with all professions and clients in a confident, helpful, and effective manner.
• Ability to prioritise own workload.
• Understanding of the Data Protection Act, By joining us you can look forward to a choice of flexible Bank shifts across any of our client Trusts in England, as well as the ability to develop professionally and gain experience in several wards or areas.

  Location: Littlemore Mental Health Centre, Sandford Road, Littlemore, Oxfordshire. OX4 4XN

Hours and Role Details

Hours: 37.5 hours per week Monday - Friday 9.00am - 5.00pm / 8.00am - 4.00pm

Trust: Oxford Health NHS Foundation Trust

Role type: Temporary for 3 months with possibility of extension

Role details: To provide administrative and secretarial support to Consultant, Psychiatrists and the ward multidisciplinary team, including modern matron, ward manager and other senior members of the team.

Benefits

• Competitive pay rates- work this week, get paid next week
• Essential support when you need it- 24/7 365 days- call us anytime
• Multi locational- work across neighbouring Trusts
• Manage your shifts and timesheets on the go- access your "My Bank" shift portal anywhere, anytime online or through your smartphone
• Varied working options to suit your lifestyle- access to the Bank gives you options of ad hoc shifts or longer-term placements
• Training and development opportunities- Keep up with the essentials and more
• Build holiday allowance for every shift you work- your work life balance is important to us
• Stakeholder pension scheme available- a flexible future for you and yours

Who are NHS Professionals? We specialise in putting people in place to care. Every year we help thousands of dedicated candidates and highly skilled NHS workers enjoy better career opportunities, access to more shifts and a healthier work‑life balance, giving more choice and control to our members.