This is a rare and exciting opportunity to join the Older People's Community Mental Health Services as a Workforce and Management Secretary.
Please note the earliest start date for this position is 01st June 2026.
Main duties of the job
This post will support our workforce and management teams within Older Peoples' Community Mental Health. You will be joining an efficient and established team of administrative staff supporting with various tasks including maintaining annual leave, minute taking team meetings, assisting with recruitment processes, maintaining accurate personnel records, monthly payroll returns and providing assistance to the Navigo wide workforce team with arranging and minute taking various HR meetings.
We are seeking an efficient, friendly, honest and experienced Administrator for this role. Previous experience in a similar role would be advantageous.
About us
We are Navigo. We look after North East Lincolnshire's mental health and well-being, an award-winning social enterprise that provides mental health services to the NHS and beyond.
The whole basis of our work is to deliver services that we would be happy for our own family to use.
We offer a range of mental health services, including acute and community facilities as well as specialist support such as outstanding older adults inpatient services, rehabilitation and recovery community mental health and an outstanding specialist eating disorder facility.
Ranked as one of the top UK companies to work for, we feature in the Best Companies top 100 large company list.
As a social enterprise, we do things a little bit differently and have also developed income-generating commercially viable businesses that provide training, education and employment opportunities including Grimsby Garden Centre.
Working at Navigo is not like working anywhere else. Lots of places say that, but we really mean it.
We like to work with forward-thinking people who want to make a difference.
Pleasenote: Whilst we value all applications, if we believe an application to be AI generated, we will use a checking tool and may reject any application that has been automatically generated.
Should you require any assistance in completing this application due to a disability or other needs please contact navigo.recruitment@nhs.net
Job responsibilities
MAIN DUTIES / RESPONSIBILITIES:
To provide comprehensive and robust administrative management support including meeting setting and diary management to the Clinical Team Leads within area of service.
Assist in cover of aspects of the role of other Senior Administration roles within service area as and when requested/required.
This aspect of the role will often require working with confidential employees records with the commensurate level of discretion and diplomacy this entails, at all times adhering to the NHS Code of Confidentiality.
To work closely with Clinical Team Leads assisting in the recruitment process producing vacancy documentation, setting interviews, completing interview packs and management of all post interview documentation liaising with Workforce and Finance as appropriate.
Set up of new staff on all systems and organise induction timetables, mobile phones, equipment and access to all IT etc.
To manage all electronic staff files for area of service collating information as appropriate and ensuring staff records are up to date at all times ensuring employee records are stored and maintained in accordance with the Data Protection and Freedom of Information Acts.
Manage the requested annual leave for the Clinical Team Leads within service reporting back to and requesting authority from the Senior Operational Manager.
To liaise with Clinical Team Leads and ensure staff annual leave records are produced annually, maintained, updated, reported on and diarised as required in line with Navigo process.
Will liaise with the Occupational Health Department under direction of Clinical Team Management for those clinical staff referred to Occupational Health furnishing Occupational Health via Navigo documentation with required information as requested and appropriate.
To work closely with Clinical Team Leads as requested reporting on required personnel information to assist in any ongoing staff monitoring/workforce meetings and administratively support and record on personnel files any Workforce staff meetings as led by the Senior Operational Manager/Clinical Team Leads within area of service.
To undertake month end reporting for area of service ensuring timescales are met and information provided is accurate and reflective.
To provide monthly detailed absence information which is highly sensitive by nature to external payroll providers and where required investigate, answer or if required, elevate any queries which could have an impact on staff monthly payments.
To support Management in the regular updating of Business Continuity Plans in relation to staffing of area of service i.e. to maintain an up to date emergency contact details record of all staff.
To upkeep and maintain the IT equipment/medical devices equipment register across area of service.
At the request of and under direction of Clinical Team Leads/Managers upload compliments and complaints information to the DATIX system.
Assist in the undertaking of regular audits of the system and help produce exception reports as appropriate to ensure compliance.
Assist in the production of Presentations on behalf of the management team using Power-point/Publisher.
Maintains effective financial systems and records ordering relative to area of service in conjunction with Management, monitoring budget expenditure, raising orders and processing invoices as necessary.
The post holder will be required to determine the format of the report depending on the purpose of the information request and establish which system is best to source the information. Regularly assist in the production of management documentation/reports for Clinical Team Leads/Senior Operational Manager as requested.
To offer support as requested to both internal and external meetings including complex management, business and clinical meetings where led by Clinical Team Leads/Management:
* Sourcing and booking of suitable venue
* Invitations/Meeting apology collation for Chair in relation to meeting attendees
* Preparation of Meeting Agendas and dissemination of documentation pre meeting
* Taking, producing and distributing minutes of meetings and relevant documentation under direction of Chairperson and Management.
To provide comprehensive administrative support to the Clinical Team Leads where they are the lead Investigator for Serious Investigations, complaints and staff grievances etc.
To offer support to Clinical Team Leads/Management within service area both internal and external Management meetings including:
* Sourcing and booking of suitable venue
* Invitations/Meeting apology collation for Chair in relation to meeting attendees
* Preparation of Meeting Agendas and dissemination of documentation pre meeting
* Taking, producing and distributing minutes of meetings and relevant documentation under direction of Chairperson/Admin team Lead/Clinical staff.
To attend and participate in relevant team meetings including Administrative, Clinical and Business Meetings.
To type and format documentation and correspondence often of a highly sensitive nature ensuring timescales are met and information is shared and saved accurately.
To deal with telephone enquiries from Service Users suffering with mental health illnesses using empathy, understanding, initiative, tact and tenacity where appropriate ensuring accurate information is forwarded appropriately in order for appropriate care and follow up to be facilitated.
To liaise with a range of internal and external personnel on a daily basis including Clinical Professionals, Service Users and their Families/Carers, GP practices, Consultants, Hospital departments and Health and Local Authority staff.
Contributes and assists in the implementation of new administration procedures, developments and working methods.
To ensure health and safety procedures are adhered to and actioned as necessary, keeping electronic diaries for clinical members of the team, updating and working from as necessary.
To attend and participate in Team Development activities.
To act on own initiative and raise any relevant concerns he/she considers may jeopardise service delivery and/or care provision.
To maintain confidentiality at all times and to comply with the Data Protection Act and Access to Health Records procedures.
To comply with Health and Safety Regulations and work within the policy guidelines of Navigo.
To effectively manage compliance in mandatory training within the guidelines of Navigo.
Maintain an up to date and proficient working knowledge of Navigo policies, procedures and processes ensuring changes in process and procedures are embedded in working practice..
Involvement as requested in new service initiatives and participation in working groups as appropriate and to meet needs of service.
Provide administrative input and perspective to developments within service as appropriate.
Any other reasonable duty in connection with the work of the Team and as required by the organisation.
Person Specification
Skills & Attributes
* 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
* Confident and approachable
* Adaptable and flexible in approach to working practice
* Initiative and proactive approach
* Ability to work under pressure
* Active and effective team member
* Willingness to undertake further training as required
* 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
Qualifications
* Educated to GCSE level grade A to C or equivalent including Mathematics and English Language
* RSA/OCR Grade 3 Typing/Word Processing standard
* Able to demonstrate knowledge, experience and training
* ECDL
* Supervisory trained
Experience
* Management of staff records
* Financial knowledge i.e. sourcing equipment, raising purchase orders, month end credit card returns etc
* Excellent diary management skills
* Maintaining databases and spreadsheets
* Previous experience at working at PA/Secretary/Administration level working to Management level staff
* Proven ability to direct and lead staff
* Previous NHS secretarial/ administrative experience/knowledge of hospital administration procedures
* HR knowledge/background
* Experience/willingness to undertake training in use of electronic systems
* Experience of working in a team
* Understands the need for confidentiality
* Understanding of client group
* Knowledge of mental health services
* Working knowledge of CPA
* Knowledge of hospital administration systems
* Knowledge of medical terminology
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.
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