Job summary
- Main area
- Adult Inpatients
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time
- Part time
- Job ref
- 274-10616-AI-C
- Employer
- Lincolnshire Partnership NHS Foundation Trust
- Employer type
- NHS
- Site
- Peter Hodgkinson Centre
- Town
- Lincoln
- Salary
- £22,816 - £24,336 pro rata
- Salary period
- Yearly
- Closing
- 06/05/2024 23:59
- Interview date
- 14/05/2024
Employer heading
B3 Management Team Secretary
NHS AfC: Band 3
Job overview
This is an exciting opportunity to join the admin team supporting the Inpatient Divisional Management Team for Acute & Urgent Care services in Lincolnshire in the role of Management Team Secretary. This post is based at Peter Hodgkinson Centre, Lincoln, and is solely office based. We are looking for a reliable, dynamic, and organised team player to join the existing admin team comprising a full time Lead Administrator and full time Management Team Secretary.
The successful candidate will be committed to providing administrative support to the Divisional Management Team, ensuring continued service delivery in a varied and fast paced environment.
This is a permanent position of working 5 days a week, either 22.5 hours or 37.5 hours.
Previous applicants need not apply.
Main duties of the job
Copy-typing of correspondence and reports; minute and note-taking in meetings and/or from Teams recordings; diary and meeting management; drawing up and recording of rotas; processing invoices via the finance system; photocopying and scanning; and other administrative tasks as appropriate.
Working for our organisation
Lincolnshire Partnership NHS Foundation Trust provides mental health services and a number of learning disability, autism and social care services in the county of Lincolnshire. Employing around 2,900 staff, and serving a population of over 768,400, our people lie at the heart of everything we do.
You could be part of a Trust rated by staff as one of the best mental health and learning disability trusts in England. We firmly believe the key to high quality care is a contented workforce. This is reflected in our Care Quality Commission rating of ‘outstanding’ for well-led and ‘good’ overall. In the most recent National NHS Staff Survey, our staff rated us as the number one trust nationally for staff morale and one of the top scoring NHS Trusts in the Midlands for being compassionate and inclusive. We’re really proud of this!
We offer options for flexible working and provide a wide range of training and promotion opportunities in all professions. We support and celebrate diversity, have active staff networks groups and are always looking at what more we can do to support our staff.
Whether you’re taking the first exciting steps in your career, itching for a new challenge or searching for a better place to raise a family, Lincolnshire has a range of rewarding health and social care careers in a county that’s friendly, fascinating, affordable and brimming with everything you need to live a happy life. Visit beinlincolnshire.com to find out more.
Detailed job description and main responsibilities
To provide a full and efficient administration service to the Adult Inpatient & Urgent Care divisional management team, including dealing with incoming mail, the provision of minute and note taking, preparation and distribution service and maintaining details of the team’s whereabouts.
To respond to queries and incoming calls on a daily basis, which may be non-routine and can sometimes involve information of emotional and distressing circumstances, ensuring prompt attention in a professional and sensitive manner, assessing situations and seeking further information where required.
To ensure patient and staff confidentiality is maintained at all times adhering to Trust and national policy regarding same.
To manage own workload, seeking advice when required, performing routine office procedures including typing of reports, letters and other documents, opening and distributing correspondence, dealing with outgoing post, photocopying and filing in accordance with current trust procedures.
Using word processing skills, to provide a typing support to the team including reports, letters, memorandum, minutes and rotas
To have a thorough working knowledge of electronic systems including e mail, SHARON,
Clinical systems and Datix and to update these systems in a timely and accurate manner where required.
To ensure essential paperwork and policies within the team are kept up to date, informing staff of changes and new policies.
To prepare and process documentation in respect of the electronic ordering, receipting and payment of stationery and goods in accordance with Standing Financial Instructions.
To maintain healthcare records within the area of responsibility including the accurate scanning of documents and compilation of records for new patients, in accordance with the Trust Records Management Policy.
To recognise the need for flexibility and be willing to undertake extra duties as and when required that are commensurate with the grade and responsibilities of the post including providing cover for other admin staff within the service
To ensure all work is undertaken in line with Trust and national policy.
Person specification
Qualifications
Essential criteria
- RSA11/ III or equivalent
- English GCSE equivalent or higher
- Good standard of education /Word processing/IT skills
- Conversant with Microsoft Office, particularly Word/Excel/PowerPoint/electronic diary management etc
Desirable criteria
- Advanced knowledge of Excel and Word
Experience
Essential criteria
- Extensive amount of working in an administrative position
Desirable criteria
- Knowledge of Trust database systems
- Knowledge of community mental health teams
Skills
Essential criteria
- Demonstrate good written and verbal communication skills
- Audio typing
- Use own initiative and manage time effectively
- Professional, calm telephone manner
- Able to demonstrate organisational skills
- Approachable manner
Desirable criteria
- Microsoft Teams meetings
- Minute taking
Special requirements
Essential criteria
- Able to be flexible if required
Employer certification / accreditation badges
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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
- Sarah Cowap
- Job title
- Lead Administrator AI&UC Division
- Email address
- [email protected]
If you have problems applying, contact
- Address
-
Welton House
Lime Kiln Way
Lincoln
LN2 4WH
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