Job summary
- Main area
- Team Secretary
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 364-A-8048
- Employer
- Essex Partnership University NHS Foundation Trust
- Employer type
- NHS
- Site
- The Lakes
- Town
- Colchester, Essex
- Salary
- £25,147 - £27,596 per annum
- Salary period
- Yearly
- Closing
- 07/08/2024 23:59
Employer heading
Purposeful Admission and Flow Team Secretary
Band 4
About Us
EPUT provides community health, mental health and learning disability services to support more than 3.2 million people living across Bedfordshire, Essex and Suffolk. Also:
- We are among the largest employers in the in the East of England region, with more than 10,000 staff working across more than 200 sites.
- We run the COVID-19 vaccination programme across mid and south Essex and Suffolk and north east Essex.
EPUT was formed on 1 April 2017 following the merger of North Essex Partnership University NHS Foundation Trust (NEP) and South Essex Partnership University NHS Foundation Trust (SEPT). A new leadership team was established at the Trust in 2020.
Our vision and values
Our Vision
“To be the leading health and wellbeing service in the provision of mental health and community care”.
Our Purpose
“We care for people every day. What we do together, matters”.
Our Values
- We Care
- We Learn
- We Empower
Our strategic objectives
- We will deliver safe, high quality integrated care services.
- We will enable each other to be the best that we can.
- We will work together with our partners to make our services better.
- We will help our communities to thrive.
Our services
- Mental Health Services
- Community Health Services
- Learning Disabilities Services
- Social Care
Find out more about the services we offer in our service directory.
Job overview
To provide a comprehensive Secretarial service to the Associate Director Flow and Operational Transformation and the Clinical Flow Lead: Purposeful admission as well as administration support to the Integrated Flow Leadership Team.
Main duties of the job
The Integrated Flow Team has a focus on promoting patient flow and effective discharge. The post holder will provide administration support to the Integrated Flow Leadership Team.
· To provide a full and confidential secretarial and administrative service to the Purposeful admission and flow leadership team. The complexity of this role requires a high degree of organisational skills particularly in diary management and time management.
· Effective diary management will require the post holder to organise meetings as required. This will require liaison with a wide number of both internal and external stakeholders.
· To provide a first point of contact for internal and external queries, answering them where possible and otherwise signposting them to the appropriate department.
· To attend and minute meetings as required and be responsible for the typing and presentation of reports and minutes in accordance with the required format. This may include HR meetings and hearings of a confidential nature.
· To manage the communication to and from your responsible lines and across all Directorates ensuring that all matters are prioritised appropriately.
Working for our organisation
EPUT are looking for motivated staff who shares our Trust values of Care, Learn and Empower. In return, EPUT can offer you a range of benefits and development including;
- Season Ticket Loans
- NHS discounts for staff
- Excellent Training facilities and opportunities
- Buying and Selling annual leave scheme
- The opportunity to work bank shifts and expand knowledge and experience in other areas
- Salary Sacrifice schemes including lease cars and Cycle to Work
- Day One Flexible Employer
The Trust supports and actively encourages flexible working for all employees. We offer many options and you are encouraged to ask the recruiting manager what is possible for this role. If appointed, you will have the opportunity to apply for a flexible working request from the first day of your employment
Join our Staff bank
What is Staff Bank?
Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times.
All our permanent staff are automatically enrolled onto the staff bank however this does not mean you have to work any additional shifts, but the option is there for you if you wish.
If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank.
Detailed job description and main responsibilities
· To ensure that there is an efficient electronic and manual filing and retrieval system in operation with a functioning brought forward system.
· To take lead responsibility for organising workshops and other functions as directed. This will require communication with all attendees, booking venues, organising catering, attendance on the day and note taking and typing from the day.
· To prepare and co-ordinate papers, presentations and agendas for meetings. Attend and minute meetings if required and transcribe minutes ensuring follow up action is taken for specific pieces of work/committees.
· To assist with budget management by coding and checking expenditure in accordance with standing financial instructions.
· To assist in the local induction of other members of staff within the Directorate as required.
· To support the recruitment, induction and supervision of other administrative staff where appropriate and as required.
· To cover within the Directorate secretarial/administrative team as required
This job description is not intended to be an exhaustive list of the duties and responsibilities of the post and the post holder may be requested to carry out any other duties which are appropriate to their post and banding.
The post may change over time to meet organisational requirements and the job description may be changed after consultation with the post holder at any time
Person specification
Education/Qualifications
Essential criteria
- Good general education with Maths and English to GCSE standard or equivalent
- NVQ level 3 Business Administration and /or equivalent experience or qualification (e.g. RSA 3).
Knowledge
Essential criteria
- Experience of creating records and filing systems and database management
Skills/Experience
Essential criteria
- Experience of working within a team environment
- Previous experience of working in an administrative/secretarial environment
Desirable criteria
- Experience of working in the Mental Health environment
- Previous experience of working in the NHS
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Sarah Brazier
- Job title
- Associate Director - Flow and Operational
- Email address
- [email protected]
List jobs with Essex Partnership University NHS Foundation Trust in Administrative Services or all sectors