Job summary
- Main area
- Administration
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Part time - 30 hours per week (Working hours can be agreed post interview- There is some flexibility to work the hours across each day or to have a day off in the week.)
- Job ref
- 186-1231-24-CS-B
- Employer
- Nottinghamshire Healthcare NHS Foundation Trust
- Employer type
- NHS
- Site
- Moorgreen
- Town
- Bulwell
- Salary
- £24,071 - £25,674 per annum (pro rata for part time)
- Salary period
- Yearly
- Closing
- 10/11/2024 23:59
Employer heading
Clinical Team Secretary
Band 3
Job overview
Working as part of an extremely busy diagnostic, support and prescribing service for clients with ADHD and ASD (autism), you'll be responsible for supporting MDT clinicians, the Service Manager, the wider admin team alongside supporting and having daily interactions with our patients.
Responsibilities are wide-ranging and varied. You'll deal with enquiries from other services and GP’s as well as from existing patients and those waiting to be assessed by our service. You'll be processing referrals to our service, supporting clinicians with all aspects of administration for the effective running of the service, handling incoming/outgoing calls, organising appointments, responding to email enquiries, processing patient prescriptions and supporting the multi-disciplinary team of clinicians working as part of the NeSS service
Please note that this post does not meet the pay level required for a Skilled worker visa. Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.
Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa
Main duties of the job
Provide an efficient secretarial/administration/reception support service.
Produce high quality reports within agreed deadlines, as required.
To undertake office duties including diary management and message management, opening, and distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents, typing and audio typing, photocopying, collating of documents and electronic filing, as well as general administration support services. To deal with requests and enquiries and forward them to the relevant team member.
Facilitate meetings including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking.
To be able to work flexibly and provide cover which may include the requirement to travel to different sites.
To process patient referrals, produce clinical correspondence, respond to patient and third party email and phone enquries.
To monitor and order stock and non-stock items, as required.
To manage, update and maintain diary schedules, ensuring that conflicting and amended appointments are actioned appropriately.
A full UK driving licence and vehicle for business use is required for this post; however reasonable adjustments will be made for disabled individuals in line with the Equality Act 2010.
Working for our organisation
#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.
We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.
The health and wellbeing of our colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.
The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment
Detailed job description and main responsibilities
The post holder will be responsible for processing referrals received into the NeSS service using the appropriate platform; Rio. You will also be involved with providing support and ensuring the best patient experience throughout the NeSS pathway journey. They will do this by the timely and accurate provision of all communication and administrative duties. You will be expected to be involved in, and contribute to, team meetings, for example, business and MDT clinical meetings to offer administrative support. The post holder will also take calls directly from patients, GP's and other stakeholders.
Excellent communication skills are essential within this role. This will involve daily contact with patients and exchange of confidential, sensitive information between staff, patients, carers and internal/external agencies, using tact, diplomacy and respect in a form that is appropriate to them and the situation, and constructively manages barriers to effect communication.
Maintain a position of integrity at all times whilst appreciating the need for a high level of confidentiality when dealing with patient/carer information and issues appertaining to this post, in line with Caldicott principles, the Data Protection Act and any new legislation arising in the future. Communicating in a manner and keeping accurate and complete records that are consistent with relevant legislation, policies and procedures.
Typing/Word processing qualification to RSA/OCR III standard or equivalent level of experience
Experience of audio-typing would be beneficial
Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience
Be proficient in the use of IT systems including Microsoft Office – Excel, Outlook, Word, Database & internal systems including Patient and staff Information systems
Good general education including English Language and Maths to GCSE or equivalent
Accurate minute taking skills
Ability to meet deadlines
Ability to work on own initiative
Excellent organisational skills
Team player
Understanding of data protection and maintaining strict confidentiality
Excellent communication skills
Experience of working in a customer-facing role
Experience of working in a busy environment
Person specification
Qualifications
Essential criteria
- Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience
- Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience
Desirable criteria
- ECDL
- Medical Terminology
- Audio Typing
Training
Desirable criteria
- minute taking
- Microsoft Office Packages
Experience
Essential criteria
- Scheduling/ Diary Management
- Minute Taking
- Experience of working in a customer-facing role
- High Level Microsoft Office software
- Previous experience of working in an office environment
- Ability to work as an effective team member
Desirable criteria
- Experience of working within the NHS
- Knowledge of Patient Information Systems
Knowledge
Essential criteria
- Knowledge of Confidentiality and Data Protection
Skills
Essential criteria
- Excellent interpersonal/communication skills, including excellent written and oral skills.
- Excellent telephone manner
- Planning and Organisational Skills
Values and Behaviours
Essential criteria
- All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
- All staff should be able to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion as identified within the Trust’s Equality and Diversity Policy and associated Equality, Diversity and Human Rights legislation
Contractual Requirements
Essential criteria
- A full UK driving licence and vehicle for business use is required for this post; however reasonable adjustments will be made for disabled individuals in line with the Equality Act 2010.
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
- Rebecca Bryan
- Job title
- Service Lead
- Email address
- [email protected]
- Telephone number
- 01158659448
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