Job summary
- Main area
- Team Secretary Band 4
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 367-ACMS-9732
- Employer
- Hertfordshire Partnership NHS Foundation Trust
- Employer type
- NHS
- Site
- Rosanne House
- Town
- Welwyn Garden City
- Salary
- £28,860 - £31,671 per annum, pro rata (Inclusive of 5% HCAs)
- Salary period
- Yearly
- Closing
- 28/09/2025 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.
Job overview
The Team secretary will lead in the provision of comprehensive, professional, and effective secretarial administrative service to the whole team, focusing on the co-ordination of the consultant’s clinical diary and letter/report audiotyping. This includes pulling reports, supporting the IA booking system when needed, answering the telephone, 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 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.
Main duties of the job
- Responsibility for ensuring all correspondence is accurately and appropriately presented.
- E-mail management
- Clinical Diary management and/or Initial assessment booking coordination
- To produce spreadsheets and KPI’s using Microsoft excel
- To be highly skilled and experienced in the full range of secretarial work practices, software programs.
- To use appropriate programs daily 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 several 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.
Detailed job description and main responsibilities
- To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department.
- To manage deadlines with unpredictable work patterns
- To concentrate on completing tasks during periods of frequent interruption from staff and switching attention
- To report and ensure equipment and environment faults are dealt with by relevant persons Planning and Organisational Skills.
- To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department.
- To manage deadlines with unpredictable work patterns.
- To report and ensure equipment and environment faults are dealt with by relevant persons
- To create, maintain and update filing systems.
- To arrange/ set up meetings, send out invitation letters, book room, compile agendas and take formal minutes, as required - Ensuring all messages are relayed as quickly as possible to relevant people. Physical Working Conditions and Environment - Regular and continuous use of VDU equipment.
- The post holder will need to spend long periods of time within an office Environment, sitting in a restricted position at VDU and keyboard Computer Information Resources
- To assist the managers in research and development activities such as audit.
- To undertake surveys/audits of own work area as necessary Using Trust business intelligence systems to produce reports. Producing spreadsheets and graphs using Excel.
Person specification
QUALIFICATIONS/EDUCATION/TRAINING
Essential criteria
- Advanced secretarial skills such as audio and shorthand.
- Good standard of English.
- ECDL qualification.
- Experience as a Secretary/Administrator.
- Experience in a mental health environment or NHS.
- 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
PREVIOUS 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 coordinating appointments to ensure best use of Managers’ time
- Experience of transcribing formal minutes of meetings.
- Experience of supervising and training others.
- 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.
COMMUNICATION SKILLS
Essential criteria
- Excellent verbal and written communication and presentation skills in person, on telephone, fax, or email.
- To be experienced in dealing with people in distress in a calm and confident manner, using de-escalation skills where appropriate.
- To have proven skills and experience establishing effective working relationships with Managers and colleagues.
ANALYTICAL SKILLS
Essential criteria
- Problem solving, decision making and analytical skills
- Responsibility of maintaining accurate records of all referrals and patient details, discharging patients, and notifying all professionals and agencies involved.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous 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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