Clinical Team Secretary

This is an exciting opportunity to work within a friendly and efficient admin team to support the Older People's Acute Mental Health services. This vacancy is a band 3 Clinical Team Secretary position within the Older People's Acute Mental Health Services. The post holder will support the inpatient units with a variety of clerical tasks such as minute taking, scanning, photocopying, word processing and data inputting/extraction on SystmOne. The post holder must therefore be an efficient administrator who is able to work well on their own initiative as well as within the team. It is important they are able to communicate effectively with the team, the wider organisation, Service Users and their families and carers.

Responsibilities

Provide a full, effective and efficient administrative and secretarial support service to all staff within the Clinical Team co-ordinating adhoc daily administration tasks; Audio/copy type and format correspondence following Outpatient Appointments and Domiciliary Visits; Work closely with Inpatient Secretary in assisting with administrative work relating to inpatient admissions and discharges; Support day-to-day diary management of Clinical and Medical Team Members; Audio/copy type and format all reports, letters, assessments, reviews, care plans, discharges; Assist in cover of aspects of the role of the Admin Team Lead; Work within set processes and guidelines to maintain efficient, accurate and confidential record systems; Assist in overseeing work on a day-to-day basis of any bank, temporary and admin support staff; Attend and participate in relevant team meetings; Deal with telephone enquiries from service users suffering with mental health illnesses; Liaise with a range of internal and external personnel; Work closely with Outpatients Administration staff and provide cover for running of Community Clinics / Reception duties; Offer support to both internal and external clinical meetings including minutes; Run and edit electronic system reports; Assist in collation of up-to-date activity and data; Contributes and assists in implementation of new administration procedures; Ensure health and safety procedures are adhered to; Assist in raising purchase orders and stationary ordering; Jointly responsible for stock maintenance and management of office and administrative supplies; Attend and participate in Team Development activities and Admin Development Days; Act on own initiative and raise any relevant concerns; Maintain confidentiality at all times and comply with Data Protection Act and Access to Health Records procedures; Comply with Health and Safety Regulations and work within policy guidelines of Navigo; Effectively manage compliance in mandatory training; Maintain up to date and proficient working knowledge of Navigo policies, procedures and processes; Involvement as requested in new service initiatives and participation in working groups; Provide administrative input and perspective to developments within service; Any other reasonable duty in connection with the work of the Team

Requirements

Educated to GCSE level grade A to C or equivalent including Mathematics and English Language; RSA/OCR Grade 3 Typing/Word Processing standard; Ability to communicate at all levels; Excellent customer service skills with the experience and ability to deal with telephone enquiries from other Agencies, Service Users, their families and carers as well as Mental Health professionals; Ability to minute complex clinical meetings (roles at Band 3 and above); Diary management skills; Proven audio typing skills; Confident and approachable; Adaptable and flexible in approach to working practice; Initiative and proactive approach; Ability to work under pressure; Excellent IT skills Word, Excel, Powerpoint & Outlook; Active and effective team member; Willingness to undertake further training as required; Understands the need for confidentiality; Understanding of client group; Team Working; Maintaining databases and spreadsheets

Nice to have

Ability to deal with stressful situations and clients; Fire Warden trained or willing to work towards if required by area of service; First Aid trained or willing to work towards if required by area of service; Proof Reading trained; Clinical Coding trained (if required by area of service); AMSPAR trained (if required for role); ECDL trained; Medical Terminology trained; Knowledge of mental health services; Working knowledge of CPA; Knowledge of hospital administration systems; Previous customer service role; Previous NHS secretarial/ administrative experience and knowledge of hospital administration procedures; Experience/willingness to undertake training in use of electronic systems; Experience of working in a team