Team Secretary
Job summary
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, fixed term post for 22.5 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
- To help with audio typing
About us
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 almost800,000 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.
Job description
Job responsibilities
For the main duties and responsibilities for this role please read the attached job description and person specification. When completing your application please ensure your supporting statement reflects the criteria set out in these documents by showing how your experience and skills apply to this post.
We understand that AI can be a useful tool when completing your application. However, we are seeing an increasing over-reliance of AI tools, which can negatively affect your application as it reduces a candidates individuality, and makes it difficult for us to gain a clear and authentic understanding of your experience, skills, and in turn your suitability for the role.
All submissions must be truthful and if you do use AI, it should only be used to enhance your application and not create your supporting statement in its entirety. Your supporting statement should be in your own words and must accurately reflect your personal experience and achievements. Where we have concerns that AI has been used to generate content that misrepresents your experience and suitability for the role, we may withdraw your application.
As part of our vision to have a skilled, diverse and caring workforce, Dorset HealthCare offers support for people getting into work. We offer an employability service to support individuals with application writing, interview skills and other employment support. If you would like or know of anyone who would value this support, please do contact dhc.wideningparticipation@nhs.net
Applications from candidates that require current Skilled worker sponsorship to work in the UK are unfortunately ineligible to apply for this position.
This is a fixed term role and for those with current NHS service, the role will be offered on a secondment basis only. Please obtain permission to be released on a secondment before submitting an application.
Person Specification
Knowledge, skills and training
- RSA Stage II
- Min. 5 GCSEs or equivalent
- NVQ 2 Business Administration
- Shorthand Qualification
Job specific experience
- Secretarial experience
- Experience and competence with using various computer software packages
- Ability to organise own work schedule
Skills and ability
- Excellent typing skills
- Ability to learn/use integrated patient information systems
Personal skills
- Ability to maintain confidentiality
- Good telephone and interpersonal skills
- Very good organisation skills/diary management
- Able to work using own initiative
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Dorset HealthCare University NHS Foundation Trust
Address
Westminster Memorial Hospital
Magdalene Lane
Shaftesbury
SP7 8BD
United Kingdom
Employer's website
https://www.dorsethealthcare.nhs.uk/work-for-us