About this role
Job summary
We are currently seeking an experienced Team Secretary/Medical Secretary, at Band 4 to work within our Adult Community Mental Health team via a Bank Contract, based in Watford. You will be joining our Temporary Staffing Team within HPFT - Hertfordshire Partnership University NHS Foundation Trust.
The job holder will be the lead in the provision of a comprehensive, professional, effective secretarial and administrative service, for the adult community mental health team. The post holder is the first point of reference, and as such, must display a considerable degree of initiative, possess mature judgement and maintain a calm, friendly and efficient manner when dealing with service users, their relatives, colleagues and visitors.
The post holder will be required to work independently using initiative and applying a high degree of confidentiality to all of their work. Undertake non-routine duties without direct supervision, working within broad procedural guidelines. The post is managed rather than supervised.
HPFT provides services for service users with mental health, learning disability and children's and adolescent mental health problems. Applicants should have some experience of working in a healthcare setting.
Main duties of the job
Be highly proficient in the skill of note taking covering Team Meetings/Professionals meetings.
Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology used by the team.
Be highly skilled and experienced in the full range of secretarial work practices, software programmes, and specialised functional terms.
Use proficient internet skills to access, search and retrieve data relevant to team.
Use touch typing, audio as necessary in daily work, using T Pro Dictation system (training provided in T Pro).
Use knowledge and experience to meet the needs of the teams by completing non-routine tasks on a daily basis.
Update skills as necessary and attend mandatory training
Demonstrate excellent IT skills, a good working knowledge of all Microsoft Office applications and accurate audio typing is essential.
Ensure flexible approach to work and be able/willing to travel to other sites using own car within North Herts to take notes, if necessary.
Access and update patient records using Paris database, although training will be provided.
About us
Hertfordshire Partnership University NHS Foundation Trust (HPFT) is rated by the Care Quality Commission as anOutstandingprovider of mental health and learning disability services. Feedback from our staff about working for the Trust is very positive and, in the NHS national staff survey, we regularly see a high percentage of staff saying their role makes a difference to our service users and that they would recommend the Trust as a place to work. Our people tell us they feel supported though a great development, wellbeing and work-life balance offer and a highly compassionate, values-driven culture. We are equally proud of our staff, who live our values of being welcoming, kind, positive, respectful and professional so that together we provide great care and great outcomes for our service users and carers.
Job description Job responsibilities
Responsible for informing services users of appointments, changes to appointments, cancellations, telephone or by letter, where appropriate.
Negotiate agreements and co-operation from patients using tact at all times
To be the first point of call for service users, using developed communication skills and liaising with others to ensure the best possible care
The post holder will be expected to make judgements, without direct supervision, as to the importance/urgency of workload issues and will prioritise their own work accordingly.
Using judgement and initiative to ensure the smooth running of the clinics, e.g. availability of notes; maintenance of up-to-date records, both electronic and paper-based.
The post holder will be responsible for demonstrating/training any new or bank-agency staff employed regarding the operating systems within the office.
The post holder will be expected to keep accurate and complete computerised/paper records consistent with legislation, policies and procedures. To undertake archiving of paper files on a regular basis.
To input, process, manipulate and retrieve data/information in an accurate and timely manner, observing any deadlines as necessary and producing finished copy of a high standard.
The post holder would carry out tasks in relation to audit/evaluation of services if required to do so.
The post holder will be expected to manage their own workload.
They will have the freedom to act within established parameters.
To apply a degree of initiative and be expected to deal with matters independently on a daily basis.
Please see JD attached for further information and responsibilities required
Person Specification
QUALIFICATIONS/EDUCATION/TRAINING Essential
A good standard of education to secondary level. Advanced IT skills Experience of working in an office environment. NVQ3/RSA3 OR equivalent experience. Experience of note taking (shorthand not required)
SKILLS/KNOWLEDGE/ABILITY Essential
Evidence of the ability to organise and plan complex events, such as training sessions and the therapy groups Experience of transcribing formal minutes of meetings either by hand or laptop Experience of supervising and training others
COMMUNICATION SKILLS Essential
To be experienced in dealing with people in distress in a calm and confident manner, using de-escalation skills where appropriate
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 Hertfordshire Partnership University NHS Foundation Trust
Address Colne House, 22 Upton Road, Watford, Herts, WD18 0JP
Watford
WD18 0JP
United Kingdom
Employer's website https://www.hpft.nhs.uk/careers/ (Opens in a new tab)