About this role
Job summary
We are looking to recruit an experienced, professional secretary based at Highbury Hospital, which provides care for people 18 - 65 who are experiencing acute mental ill health. You will be supporting the clinical staff on a male inpatient ward and will be based in the Nurses Office.
The post holder needs to have a a flexible approach to work and the ability to prioritise and work on their own initiative. You will be responsible for all aspects of secretarial and administrative support to the clinical and medical staff in relation to patient care. Under the supervision of the Admin Team Leader & Ward Manager you will be responsible for ensuring that accurate work is completed within the time limits, framework and standards set, providing an administrative service for the ward.
Main duties of the job
To deal efficiently with all correspondence, monitoring telephone enquiries and providing information as appropriate.
To ensure patient admissions/discharges are processed and to input in a timely manner, update, maintain information and resolve queries on the patient database.
To undertake office duties including diary management and message management, opening and distributing mail, operation of brought forward systems, 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.
To support clinical staff to ensure that data is recorded onto RIO in line with data quality and timeliness requirements, as indicated by the Trust.
About us
#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
Job description Job responsibilities
Please see the attached detailed Job Description and Person Specification for full details of the role and responsibilities.
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
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.
Person Specification
Qualifications Essential
English Language & Maths GCSE or equivalent 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
Audio Typing Experience / Qualification Medical Terminology Knowledge
Training Essential
Microsoft Office i.e Database, Excel, Word, Powerpoint
Experience Essential
Scheduling/ Diary Management Minute Taking Experience of working in a Customer facing role
Desirable
Experience of working within the NHS Knowledge of Patient Information Systems Ability to work as an effective team member & use own initiative
Knowledge Essential
Computer literacy including word, excel, outlook, database Maintain electronic records/information on computer
Skills Essential
Excellent interpersonal/communication skills, including excellent written and oral skills. Excellent Administrative & Telephone Skills Good numeracy & literacy skills.
Contractual Requirements Essential
Ability to travel between venues Requirement to complete Mandatory Training
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 details Employer name Nottinghamshire Healthcare NHS Foundation Trust
Address Highbury Hospital
Highbury Road
Bulwell
NG6 9DR
United Kingdom
Employer's website https://www.nottinghamshirehealthcare.nhs.uk/ (Opens in a new tab)