Job summary
- Main area
- Administration
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Part time - 22.5 hours per week (Monday, Wednesday, Friday 9am – 5pm (only))
- Job ref
- 186-435-25-MH
- Employer
- Nottinghamshire Healthcare NHS Foundation Trust
- Employer type
- NHS
- Site
- AMH Psychological Therapies Service
- Town
- Nottingham
- Salary
- £24,625 - £25,674 per annum (pro rata for part time)
- Salary period
- Yearly
- Closing
- 29/04/2025 23:59
Employer heading
Clinical Team Secretary
Band 3
Job overview
Provide an efficient secretarial/administration/reception support service to the psychological therapies services.
Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.
You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies.
Main duties of the job
To monitor and order stock and non-stock items, as required.
Booking courses, accommodation and travel requests, as and when required.
To manage, update and maintain diary schedules, ensuring that conflicting and amended appointments are actioned appropriately.
Responsible for ensuring that accurate work is completed within the time limits and standards set.
To work effectively both independently and as a team member.
Responsible for own Mandatory Training requirements.
To ensure medical records are filed in line with Information Governance procedures.
Resolve or signpost queries from patients, carers, internal departments and external agencies as appropriate.
To ensure patient referrals are processed and to timely input, update, maintain information and resolve queries on the patient database.
To ensure patients’ notes are pulled, requested and tracked in a timely manner in preparation for the clinics and ensure any follow-ups/ appointments are actioned.
To undertake any other duties that would be a reasonable expectation of the role.
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 providing secretarial support within the psychological therapies service. You will also be involved with providing support and ensuring the best patient experience throughout the 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/minute take 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 outside services.
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.
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
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
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
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
- Joanne Lee
- Job title
- Admin Team LEader
- Email address
- [email protected]
- Additional information
For further information please contact me by email [email protected]
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