Team Secretary/Administrator

NHS; Bromsgrove; On-site; GBP 22,000 - 28,000; Full time

Job summary

A leading healthcare provider is seeking a Team Secretary/Administrator to support the Older Adult Mental Health Hospital at Home team. This role involves providing comprehensive administrative support, including minute taking and managing appointments, to enhance patient care. The position offers a chance to develop skills in a friendly and energetic team environment, with a focus on delivering high-quality service to older adults in the community.

Benefits

27 days leave plus bank holidays

Generous NHS pension

Flexible working opportunities

Great maternity, paternity, and adoption support

Health and wellbeing opportunities

Qualifications

• Educated to vocational level 3 in Business Administration or level 2 with NHS experience.
• Minute taking experience required.
• Knowledge of administrative procedures and systems.

Responsibilities

• Take minutes during multidisciplinary team meetings.
• Manage team diary and patient appointments.
• Support the team in organizing room bookings.

Skills

Minute taking

Organizational skills

Communication

Attention to detail

Education

Vocational level 3 in Business Administration

Vocational level 2 with NHS administrative experience

Tools

Microsoft Packages

Job description

Go back Herefordshire and Worcestershire Health and Care NHS Trust

Team Secretary/Administrator

The closing date is 29 May 2025

Contracted Hours: 37.5hrsMonday-Friday 09:00-17:00

Base: NewHaven, Princess of Wales Hospital, Bromsgrove, B61 0BB

Maternity Leave Cover until 02/06/2026

The OlderAdult Mental Health Hospital at Home team support patients during acuteepisodes of mental illness or mental disorder to provide an alternative topsychiatric hospital admission. We provide an early referral service forcommunity teams to support patients either in crisis or to prevent a furtherdeterioration of their mental health. OAMH Hospital at Home Team work closelywith the Older Adult inpatient wards to ensure they identify patients who cancontinue their treatment at home and facilitate an early discharge. The serviceaims to empower and enable patients and their carers to take an active role intheir treatment.

Pleaseconsider this fixed term contract/secondment, we are so proud in the support we provide our olderadults in Worcestershire. This is an exciting opportunity to expand your skillsand knowledge or try something new. You will be part of a team who thrives offfriendliness, humour and energy. If you would like to discuss informally ifthis is the right role for you, get in touch with Recruiting Manager.

If you wish to be considered for a secondment please gain permission fromyour Substantive Manager before applying.

Please note the Trust will not providesponsorship to work for this role, to apply you must have current right to workin the UK status.

Main duties of the job

Day to Day elements of the team secretarysrole

Take minutes during our Multidisciplinary Teammeeting notes and identify actions regarding care plans.

Supports the team in organising room bookingswhere they will have access to the buildings availability.

Receive many of the calls throughout the dayand filter these calls to the appropriate colleague.

Support the team in managing our teams diaryand patient appointments.

Access to the teams email account and willsupport the team in monitor incoming emails.

Support the team in managing the in and outtrays regarding patient paperwork. For example the team secretary will beuploading documents on to the database, such as consent to share, Staying SafePlans, diet and fluid charts etc.

Access to the trusts stores where they canmanage the teams stationary orders. They will also have access to a purchasingsystem called iProc which is used for requisitioning and managing theprocurement process.

Keep the paperwork resources readilyavailable.

Ensures the emergency contacts folder is keptup to date for each member of the team.

Update the patient and discharge boardslocated in the teams office.

Request old patients notes, GP Summaries and ECGthrough the patients GP and upload them on to our data base once received.

Send the completed discharge letters topatients GPs.

Scan the discharge patients medication cardson to database.

About us

At Herefordshire and Worcestershire Health and Care NHS Trust,we are working together to deliver outstanding care. We run community hospitalsand community health services across Worcestershire and provide mental healthand learning disability services across both Herefordshire and Worcestershire.

Our people (all 4500+ of them) provide services for people ofall ages, experiencing both physical and/or mental health conditions from over100 sites.

We will support you to thrive; offer flexibleworking options for a great work-life balance, help you fulfil your ambitions,and empower you to make positive changes within your team or service. We valuediversity and encourage applications from people of all backgrounds, cultures,and ethnicities.

What we offer;

• 27 days leave plus bank holidays, increasing up to33 days with long service
• Generous NHS pension and enhanced pay when you workunsocial hours
• Flexible and agile working opportunities
• Great maternity, paternity, and adoption support
• Wide range of supportive staff networks
• Health and wellbeing opportunities

If you would like to know more, please visit ourwebsite.

We encourage you to read the attached applicant guidance notes.

Sharingyour data - As a data controller we may sometimes need to process your data topursue our legitimate business interests, for example to request a survey fromyou (optional), to support the Trusts understanding of where you gainedinterest in working for the Trust.

Job responsibilities

The post holder will:

1. Behave consistently with the values andbeliefs of the organisation and promote these on a day-to-day basis.

2. Act as a role model to colleagues, alwaysseeking to maintain the highest standards of professionalism.

3. Use their initiative and takeresponsibility for themselves and the quality of their work and the servicethey provide to patients.

4. Provide a comprehensive administrative and secretarialservice to the department.

KEY RESULT AREAS:

Administrative

1. Undertake administration/secretarial dutiesthat are specific to the role.

2. Undertake general office duties, asrequired, e.g., typing, data inputting, filing, scanning/copying, in line withTrust Policies and Procedures.

3. Arrange, confirm appointments and meetings,as required, making appropriate arrangements e.g. hospitality, booking venues,equipment, etc.

4. Provide a secretarial service toteam/department meetings, including the preparation and distribution of agendasand papers.

5. Answer/deal with both face-to-face andtelephone enquiries.

6. Deal with incoming and outgoing mail.

For full details of the duties and criteriafor the role please refer to the job description and person specificationattached.

Person Specification

Qualifications

• Educated to vocational level 3 in Business Administration or Educated to vocational level 2 with NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post.
• I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.

Additional Criteria

• Put patient care at the heart of the work you do to improve health care outcomes and service delivery.
• Deliver the highest standards and quality outcomes possible.
• Joint working with others, e.g. patients, colleagues in the delivery of high quality healthcare.
• Build positive working relationships, respecting and valuing others, being helpful and inclusive.
• You understand that we will not provide sponsorship to work for this role.

Experience

• Minute taking experience.

Knowledge

• Knowledge of a range of administrative and secretarial procedures and systems.
• Detailed knowledge of Microsoft Packages.
• Understanding of the Data Protection Act and NHS Code of Confidentiality.

Skills and Abilities

• Ability to challenge poor behaviour.
• Manages own workload and able to work independently as well as part of a team.
• A positive attitude with the ability to act on feedback.
• Ability to praise and be supportive to others.
• Ability to communicate clearly and effectively in English in both verbal and written formats.
• Ability to deal with non-routine activities such as answering queries, progress chasing and task-related problem solving.
• Advanced keyboard skills Touch Typing.
• Numerate.
• Accuracy and attention to detail.
• Good organisational skills.
• Able to demonstrate the ability to use initiative effectively.
• Minute taking 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.

Employer name

Herefordshire and Worcestershire Health and Care NHS Trust