Team Secretary

Pennine Care NHS FT; Rochdale; On-site; GBP 22,000 - 26,000; Full time

Benefits offered by this job

Flexible working opportunities

Continued Professional Development

Staff wellbeing services

Staff discounts

Job summary

Pennine Care NHS FT in Rochdale is seeking a Team Secretary (Band 3) to support the Thrive service. You will manage referrals, input patient data into the Paris system, and maintain records with confidentiality. The role includes reporting, meeting support, and flexible hours to cover busy periods.

Experience with NHS processes and proficient secretarial skills are essential. This post is based in Rochdale with access to parking and local amenities.

Qualifications

• GCSE English and ICT basics are required.
• RSA/NVQ typing or secretarial diploma or equivalent.
• ECDL competency is preferred.
• NHS experience is advantageous.

Responsibilities

• Provide administrative support to the service.
• Process referrals and support daily management tasks.
• Log referrals onto Paris and assign caseloads as authorised.
• Input new patient data into the Paris system.
• Maintain patient records with up-to-date information.
• Generate weekly statistics and monitor waiting times.
• Take notes and minutes at meetings as directed.
• Ensure confidentiality and handle inquiries calmly.
• Work flexibly including occasional evenings and weekends.

Skills

Administrative skills

Microsoft Office

Data entry

Customer care

Attention to detail

Education

GCSE English

RSA/NVQ Typing or secretarial diploma

ECDL

NHS experience

Tools

Paris system

Microsoft Office Suite

Job description

Unfortunately this role does not attract sponsorship under current government legislation, therefore if you require a certificate of sponsorship to support a visa application, we will be unable to proceed with your application.

An exciting opportunity has arisen to be the Team Secretary in our national award winning emotional health and wellbeing service, #Thrive based in Rochdale. #Thrive is a service for young people aged up to 19. We have a fantastic reputation for providing innovative support to young people in the area. The service is provided by Pennine Care in conjunction with Your Trust and is co-located with our Young Peoples Mental Health Support Team and Parent Infant Mental Health Service. If you enjoy working as part of a busy team and share our vision to provide excellent quality care at the an early intervention level then consider applying to join us. We also benefit from being close to a number of shops and have free parking.

Main duties of the job

The post holder will be responsible for contributing to the provisions of an efficientand effective service with excellent standards of customer care and referralprocesses within the Service.

o Provide administrative support to the service.o Ensure the provision of support to the administrative lead and the widermanagement team which includes processing of referrals, support for the dailyduty manager (as directed), typing appointment and clinical letters, assessments,care plans, reports and non-clinical correspondence.o Log all new referrals onto Paris, allocating these to caseloads when authorised.o Input all new patient demographic data onto the Paris system.o Maintaining patient health records, ensuring that patient information is up to dateand the records are kept in good order, with replacement records generatedwhen the condition requires.o Pull regular reports from Paris of pending referrals and ensuring resolutions in atimely manner, also ensuring the systems are accurate and up to date.

About us

We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.

Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We're really proud of our#PennineCarePeopleand do everything we can to make sure we're a great place to work.

All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.

If you come and work for us we will offer a range of benefits and opportunities, including:

• Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
• Flexible working opportunities to support your work/life balance
• Access to Continued Professional Development
• Involvement in improvement and research activities
• Health and Wellbeing activities and access to an excellent staff wellbeing service
• Access to staff discounts across retail, leisure and travel

Job responsibilities

Provide administrative support to the service. Ensure the provision of support to the administrative lead and the widermanagement team which includes processing of referrals, support for the dailyduty manager (as directed), typing appointment and clinical letters, assessments,care plans, reports and non-clinical correspondence. Log all new referrals onto Paris, allocating these to caseloads when authorised. Input all new patient demographic data onto the Paris system. Maintaining patient health records, ensuring that patient information is up to dateand the records are kept in good order, with replacement records generatedwhen the condition requires. Pull regular reports from Paris of pending referrals and ensuring resolutions in atimely manner, also ensuring the systems are accurate and up to date. Provide support for the management of the referral system in the service on aday-to day basis. Create and achieve a balance in the workload by prioritising and delegating workas necessary and monitoring the situation on a daily basis. Maintain information systems including Paris in accordance with directives fromthe Operational Co-ordinator. To support the booking system, ensuring all appointments and client informationis recorded on Paris. To report any potential problems to the Operational Coordinator. To become involved in service systems process for booking newpatient appointments when required. Provide weekly statistical data for analysis including monitoring waiting times andtaking necessary action to address and alleviate potential problems. Dealing with telephone queries from sometimes distressed service users withminimum supervision verifying that all patient data is correct and anyamendments made. Filing any relevant documentation in patient records.AFC 15/06/17 JME-146-17 Team Secretary Band 3 Ensuring that an efficient and courteous service is offered to all service users andthat confidentiality is strictly maintained. Be aware of all policies and procedures in relation to health records. Attendance at relevant meetings as directed by the Operational Coordinator totake notes / minutes, type up minutes of the meeting and feedback accordingly. Any other duties commensurate with the post as instructed by the OperationalCoordinator The post holder will be expected to be able to take on the above duties inaddition to their current job, but it may be necessary to adjust workloadsaccordingly and delegate some tasks as appropriate. To work flexibly including availability to work evenings and weekends.

Education/Qualifications

• o Good level of general education including GCSE English.
• o Competence with working on Microsoft Office Suite
• o RSA / NVQ Level 3 typing / diploma in secretarial studies or equivalent
• o ECDL
• o NHS experience
• o Awareness of Paris system

Experience

• o Experience within a health/social care setting.
• o Experience of working within a highly stressful environment.
• o Ability to demonstrate effective utilisation of resources.
• o Previous experience within mental health teams.

Skills and Abilities

• o Problem-solving skills.
• o Ability to work well and efficiently under pressure.
• o Ability to remain calm under pressure when dealing with stressful working conditions.
• o Ability to work on own initiative and as part of a multi-disciplinary team
• Customer care skills

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Covering Operational Manager for #Thrive