Team Secretary/Administrator
Job summary
An exciting opportunity has arisen for a reliable, organised and enthusiastic person with a strong work ethic to join our committed administration workforce in Child & Young People (CYP) Services Urgent Care for 37.5 hours per week.
This is an office-based position with some flexibility for home working. There may be an expectation to be part of covering an occasional evening clinic up until 8 pm on a rota basis or to travel to a different base if required to support the needs of the service, or to attend training. Mileage is paid at a standard rate.
You will have a strong work ethic and be a key member of a friendly administration team providing a high standard of administration support. You will also be responsible for contributing to the smooth and efficient running of the office, to include referral processing, typing and formatting of correspondence, and other data requirements using Word, Excel, clinical systems and Microsoft Teams. There will also be a requirement for note-taking and other requirements of supporting a meeting.
It is a busy role and there will be a need to join a rota to ensure reception is covered. You will be dealing with a wide range of enquiries in a welcoming yet
professional and sensitive manner, ensuring confidentiality at all times.
We will offer training and development opportunities for the successful applicant.
Please contact Teresa Shane, Urgent Care Admin Lead on teresa.shane@nhs.net
Main duties of the job
This will include, but is not limited to:
Inputting referrals and data onto the clinical system.
Navigating and updating clinical systems and electronic databases.
Gathering information.
Organising and contacting young people and families by telephone or letter to offer an appointment.
Typing letters and correspondence using audio/copy typing and word processing systems.
Diary management.
Help to assist with data monitoring using excel and Power BI housekeeping reports.
To provide individual administration support as required.
To assist with coordinating meetings including the provision of note taking, preparation and circulating supporting documentation.
To provide reception support as required, including answering phones and greeting visitors.
Liaising with internal and external providers.
Maintaining the services' shared online workspace/website if required.
Monitoring email inboxes and dealing with requests promptly.
Ordering and managing invoices through the procurement system.
About us
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 arange 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.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for complete details regarding this post.
When completing your application, please demonstrate how you meet the role criteria.
We can also offer you many staff benefits to help support you which include:
Early access to Psychological Therapies and Physiotherapy
Competitive annual leave allowance
Car leasing scheme
NHS pension scheme
Free eye tests
Money saving options through our salary sacrifice scheme
Discounts on major high street retailers and restaurants
Due to the UKVI immigration changes we are no longer able to offer sponsorship for this role. Please provide details of the visa type and expiry date in your application. Failure to provide the required information will result in your application being rejected.
Person Specification
Qualifications
- NVQ 3 in Business Administration or equivalent qualification or relevant experience
- Good standard of general education including English
- RSA or equivalent qualifications
Experience
- Considerable experience in an office administration role
- Extensive experience of Microsoft Office packages, including Word, Excel, and Publisher
- Typing and formatting letters
- Data inputting and monitoring
- Outlook and diary management
- Extensive customer service experience
- Planning and scheduling events, meetings, diary appointments
- Petty Cash and Office finance
- Understand data reports
- Use of Clinical systems
- Minute Taking
- Experience of working in a medical or NHS setting
- Experience of working in a mental health environment
- Familiar with Trust database systems preferably RIO
- Finance/Procurement systems
- Big Hand
- Data cleansing
Skills
- Good communication skills ensuring that service users, staff and carers are treated in a polite and efficient manner, using tact and confidentiality at all times.
- Good organisational skills, with the ability to respond to multiple requests and the ability to efficiently manage and organise own workload
- Good office skills being able to work under pressure and deadlines
- Microsoft Office packages including Word, Excel, Outlook and Publisher
- Typing to a high standard, including letter writing and formatting
- Good understanding of information governance and patient confidentiality
- Professional telephone manner with the ability to deal with difficult conversations professionally and compassionately.
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
Lincolnshire Partnership NHS Foundation Trust
Address
The Galaxy Suite, The Archway Centre
Boston
PE21 8EG
United Kingdom
Employer's website
https://www.lpft.nhs.uk/