Job overview

Are you a motivated and enthusiastic Team Secretary? The Community Mental Health Team based at Westminster Memorial Hospital in Shaftesbury would like to hear from you. This is a part-time post for 15 hours per week, covering a wide range of secretarial and administrative duties.

In this role, you will provide comprehensive secretarial and administrative support to a busy team. You will be responsible for managing a range of day-to-day administrative tasks, ensuring processes and procedures are followed efficiently. You will have well-developed IT skills, a good working knowledge of Microsoft Office, and proven experience in an office-based environment.

Key responsibilities include handling telephone calls, processing referrals using our RIO system, arranging appointments for clinicians, responding to enquiries, and providing administrative support to the wider team. You will also be responsible for taking minutes at meetings, including multidisciplinary team (MDT), Best Interest, and MARM meetings, as well as audio and copy typing letters, reports, and meeting minutes.

We work with vulnerable people, so a compassionate telephone manner is essential. Previous NHS experience and experience of using the Rio patient records system will be an advantage. Being adaptive and flexible to the needs of the service and our client group is essential.

If you are looking for a change, and working with a wide variety of professionals, this could be the role for you.

Main duties of the job

• To provide secretarial cover for Clinical Team members which includes Consultants and medical staff. 
• To deal with incoming and outgoing post; producing letters and reports as required by the Medical and Clinical team members.
• To ensure Patient computerised records are kept up to date on the Trust electronic record system RiO.
• To arrange meetings and appointments and ensure that all parties have the relevant information.
• Minute take, including during Multi-disciplinary Meetings, Business Meetings, plus occasionally MARM and Best Interest Meetings.
• Take messages; deal with general enquiries ensuring the appropriate action is taken.
• To ensure information is appropriately and securely stored, filed and easily retrievable.
• To obtain information from other agencies and departments within the Trust as required.
• To promote, adapt and share good practice between the administration team and other agencies.
• To provide secretarial cover for other clinical staff and other administration departments to ensure the smooth running of the service.
• To participate in flexible working within the Mental Health Service ensuring adequate secretarial cover is provided as necessary

Employment in this post requires an Enhanced Disclosure and Barring Service (DBS) check, which the Trust will cover the cost of. 

Please note visa sponsorship for this role is unfortunately not available. Please ensure you hold valid right to work in the UK and will not require sponsorship if successful.

Working for our organisation

At Dorset HealthCare we’re on a mission to empower people to make the most of their lives through our outstanding, joined-up healthcare services. We’re a dynamic, forward-looking Trust, running 12 community hospitals, specialist inpatient facilities and a wide range of integrated community and mental health services for a population of almost 800,000 people. 

We do things differently here – it’s one of the reasons the CQC rated us ‘outstanding’ in 2019. It’s also why 95% of patients across our services say they have a good or very good experience of our services and 89% of staff feel they can really make a difference. Whether you’re looking to work with us in one of our bustling market towns, vibrant urban locations, thriving seaside spots, or among the rolling hills of Dorset, there are lots of ways you can make a difference in our communities.

Our 7,000-strong workforce is at the heart of what we do and our success is a testament to our brilliant people. We're all about building a workplace for the future, we believe in equal opportunities and we celebrate diversity. We’re an inclusive workplace, where everyone is welcome, everyone can be authentic, and we are all encouraged to be the best version of ourselves. 

Working with us you’ll be part of a strong team, challenge yourself, build a career, and teach us what we don’t know. And you’ll be working towards our vision to create healthier lives, empowered citizens and thriving communities.