Team Secretary

NHS Professionals; Sandford-on-Thames; On-site; GBP 21,000 - 25,000; Full time

Benefits offered by this job

Competitive pay rates

24/7 support

Multi locational work across trusts

Shift and timesheet management via My 

Job summary

NHS Professionals is seeking a Team Secretary to provide administrative and secretarial support at Littlemore Mental Health Centre, Oxfordshire. You will assist Consultants and the MDT, organise meetings, take minutes, and handle patient information with confidentiality in line with GDPR.

The role is temporary for 3 months with the possibility of extension. The successful candidate will possess strong Microsoft Office skills (Outlook/TEAMS), excellent communication, and the ability to prioritise

Qualifications

• Experience providing admin and secretarial support in healthcare is preferred.
• Proficient in Microsoft Office and Teams.
• Excellent communication and organisational abilities.
• Minute taking experience and ability to manage confidential information.

Responsibilities

• Produce correspondence and reports for the Consultant and MDT.
• Organise and attend meetings; prepare agendas; distribute papers; take minutes.
• Arrange meetings and maintain diaries for the MDT.
• Coordinate ward rounds meetings for Consultants and Doctors.
• Enter patient information into the electronic record accurately and timely.
• Support other administrators and secretaries to maintain a comprehensive service.
• Maintain a filing system and ensure timely circulation of documents.
• Ensure confidential information is disposed of per GDPR and local policies.
• Handle communications by telephone, letter and email with patients and external agencies.

Skills

Good communication

Organisational skills

Minute taking

Professional liaison

Prioritisation

Data Protection Act knowledge

Tools

Microsoft Office (Outlook, TEAMS)

Job description

Job Title: Team Secretary

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

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

Duties & responsibilities

• 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

You’ll learn the following whilst working at the trust:

• 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

As a member of NHS Professionals, you have fantastic 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.

As an equal opportunities' organisation, NHSP is committed to the equal treatment of all current and prospective Bank members and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender reassignment, or marriage and civil partnership. We believe there is a strong case for the Equality, Diversity and inclusion agenda and we strongly encourage suitably qualified applicants form a range of backgrounds to apply.