Job summary
- Main area
- Administration
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Part time - 22.5 hours per week (Monday to Friday)
- Job ref
- 367-ACMS-9399
- Employer
- Hertfordshire Partnership NHS Foundation Trust
- Employer type
- NHS
- Site
- Rosanne House, Welwyn Garden City AL8 6HG
- Town
- Welwyn Garden City
- Salary
- £27,857 - £30,570 per annum, pro rata (Inclusive of 5% HCAs)
- Salary period
- Yearly
- Closing
- 19/06/2025 23:59
Employer heading
Team Secretary
Band 4
Values Based Screener
At Hertfordshire Partnership Foundation Trust we are looking for people to join us who share our values and those of the NHS. Before your application can be considered please take part on our online values questionnaire, which you can find below. When you have finished you will be sent a 'completion code' by email, which will be valid for 6 months and required to submit your application form.
http://hpft.recruitforvalues.com/
Job overview
We have an opportunity for an experienced Team Secretary to join us in the Adult community mental health team in Rosanne House delivering high quality admin support to the mental health care services.
As a Team secretary, you will lead in the provision of a comprehensive, professional, effective secretarial, administrative role focusing on the co-ordination of clinical diary support, letters/reports audiotyping. This includes pulling reports, booking outpatient appointments and/or IAs, answering the telephone, meeting note taking, updating and setting up systems for administration, records, on-going database management and daily email management. The post holder will be required to work independently using their initiative and applying a high degree of confidentiality to all of their work. All staff should comply with the Trust's Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.
Please be aware that this role in not eligible for Sponsorship.
Main duties of the job
· Responsibility for ensuring all correspondence is accurately and appropriately presented.
· E-mail management
· Initial assessments and/or Clinical Diary management
· To be highly skilled and experienced in the full range of secretarial work practices, software programs.
· To use appropriate programs on a daily basis to create a variety of documents to meet the diverse needs of the team.
· To transcribe formal minutes of meetings and distribute and store/file as necessary.
· To be responsible for the accurate storage and retrieval of information according to the Data Protection Act 1984 and Freedom of Information Act 2000 and archiving where possible Responsible for a number of data bases and filing systems
· To use knowledge, and experience to meet the needs of the service by completing tasks on a daily basis
· To update skills as necessary and attend mandatory training.
Working for our organisation
Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of ‘Outstanding’ from the Care Quality Commission
Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Welcoming. Kind. Positive. Respectful. Professional.
About us - Hertfordshire NHS Partnership Trust
Heard. Respected. Included. Together, we help people with mental ill-health, learning disabilities and autism to live life to the fullest. We work throughout Hertfordshire, Buckinghamshire, Norfolk...
Detailed job description and main responsibilities
The Adult Community team is a dynamic, fast paced service. We are looking for someone who can use their initiative, possess mature judgement.
You will be skilled in organization of appointments, making sure that we offer appointments adhering to statutory time scales.
You will be able to record accurate and timely records of meetings.
You will be able to work with clinicians and other clinical staff to make sure that paperwork is completed in accordance with guidelines.
You will be flexible as the post is continually developing in order to meet the ever changing demands and needs of the service.
For a more detailed Person and Job Description please read attached
Person specification
Qualifications
Essential criteria
- • Good standard of English.
- • ECDL qualification.
- • Experience as a Secretary/Administrator.
- • Advanced keyboard skills.
- • Trained and experienced at intermediate level in a range of software packages, Word, Excel, and PowerPoint.
- • Good working knowledge of email and internet.
- • Advanced secretarial skills such as audio typing
Experience
Essential criteria
- • The ability to organise and prioritise own workload within any specified guidelines where guidance is not readily available, but at set intervals.
- • Proficient in diary management co-ordinating appointments to ensure best use of Managers’ time.
- • Experience of transcribing formal minutes of meetings.
- • Independent/lone working and team working skills.
- • Experience of adapting to change and managing work in a changing environment.
- • Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work.
- Experience in a mental health environment or NHS.
Employer certification / accreditation badges
Applicant requirements
This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Janet Miranda
- Job title
- Office Manager
- Email address
- [email protected]
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