About this role
Job summary
Your duties will encompass regular liaison regarding the keeping of the appointments, diary typing of letters and reports, taking and transcribing minutes at meetings as necessary, telephone liaison as necessary with external agencies and making appointments at the request of the service. You will assist in the maintenance of records, filing, faxing and photocopying and any duties essential to the comprehensive secretarial support service you will provide, and comply with other management requests. As well as supporting the team manager with data inputting.
Your dealings with matters relating to clients and staff is of a highly confidential nature and should not be divulged to another or discussed with other colleagues other than as necessary within the context of your role.
Main duties of the job
Effective minute taking in professionals meeting and multidisciplinary team discussions.
Support with registering referrals and discharge processes including letters to families and other stakeholders
Comprehensive secretarial support to the team
Line manage/supervise informally or formally other junior administrative staff.
support with data inputting, syncing records, support with keeping care records up to date.
good telephony skills and emails correspondence with internal andoutside agencies
maintain good working relations with all staff within organisation and outside agencies
About us
North London NHS Foundation Trust (NLFT) is committed to improving mental health care across North London to deliver excellent services to our local people.
Our Five-Year Strategy
- We will provide consistently high-quality care closer to home.
- With our partners in North London and each borough we will ensure equity of outcome for all
- We will offer great places to work, providing staff with supportive environment to deliver outstanding care.
- We will be more effective as an organisation by pioneering research, quality improvement and technology.
Why NLFT?
- We develop and retain our staff through leadership behaviours and managers programme and many more opportunities.
- We promote flexible working and support staff with a range of health and wellbeing initiatives.
- NHS Discounts, generous annual leave and NHS pension scheme
- Excellent internal staff network
In order to meet the needs of the Trust you may be required from time to time to work at different locations to your normal place of work. This may mean that you are required to work at any location that fall under Barnet, Camden, Enfield, Haringey or Islington. The Trust reserves the right to require staff to work at such other places or locations as it considers reasonable and necessary on a temporary or permanent basis.
Job description
Job responsibilities
Communication
To receive telephone calls and emails from outside agencies, deal with them or refer on as appropriate.
To plan and coordinate your workload to ensure all deadlines are met and objectives achieved.
To provide a comprehensive secretarial service to the service / department.
Patient/Customer Care (if applicable) (both direct and indirect)
Deal with issues that arise appropriately, including enquiries or complaints from members of the public and patients. Where appropriate refer to another officer of the Trust ensuring that no issue is inappropriately delayed in being actioned because of the absence of the management team.
Ensure good working relationships with all staff, the organisation and outside agencies.
People (HR) Management
To undertake ongoing personal development through participation in appraisal and supervision and participate in relevant training identified.
To operate a desktop PC, drafting and typing of letters, typing of assessments, report and any general correspondence as requested by the team.
To organise meetings as requested, including preparation of agendas, taking and transcribing minutes as required.
Participate in the regular departmental meetings and contribute as appropriate to the overall service provided by the administration support dept.
Provide reports as and when required
Maintain and progress filing system as required
Policy Development
Ensure compliance with local policies and maintain accurate records.
To have a working knowledge of the Data Protection Act and its requirements, in respect to confidentiality for both patients and staff and ensuring any computerized information system is maintained as requested.
Systems and Equipment
Maintain an effective brought forward system in line with the needs of the service / dept.
Ensure office equipment is maintained
Effort, Mental and Environment
To maintain good standards of professionalism
Person Specification
Education and Qualification
Essential
- NVQ3 or equivalent or relevant practical experience
Experience and Knowledge
Essential
- Managing Busy workload, handling confidential and sensitive information in accordance with data protection Act, working in a team, range of administrative skills
Skills and Abilities
Essential
- Proficiency with the following Microsoft packages, excel, word outlook etc; Trust systems, rio, e-roster IT and Telephony skills , maintain confidentiality data inputting
Personal Qualities
Essential
- Excellent verbal and written skills, minimal supervision team working, positive attitude, manage conflict
Other Requirements
Essential
- Occasional exposure to distressing or emotional circumstances
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
North London NHS Foundation Trust
Address
Chase Farm Hospital, Chase Building
127 The Ridgeway
Enfield
EN2 8JL
United Kingdom
Employer's website
https://www.northlondonmentalhealth.nhs.uk/ (Opens in a new tab)