Job overview
We are looking to recruit an enthusiastic, organised, self-motivated individual with excellent interpersonal and communication skills to fulfil this team secretarial role within our new Care Group, which includes Older People & Dementia, Rehab & Forensic Inpatient, Forensic & Criminal Justice and Physical Healthcare services, supporting the Quality Improvement & Assurance leads team.
You must demonstrate a professional, calm and approachable manner when liaising with patients, staff, healthcare professionals and outside agencies. You must also have good IT skills, regularly using Microsoft packages, RIO, DATIX and Healthroster.
Prioritising a busy workload, being a good team player and possessing the ability to deal with a wide range of admin duties are also required.
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Main duties include:
Taking minutes
Tracking Serious Incidents/Prompts for Manager
Managing Electronic Diaries / Arranging Meetings and Training
Typing of reports
Healthroster
DATIX
Ordering IT equipment / E Procurement
You will be expected to be flexible in providing a comprehensive administration and secretarial support to the Quality Improvement & Assurance lead's team, under the direction of the Quality Improvement & Assurance lead.
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 to find out more.
Detailed job description and main responsibilities
To provide a full and efficient secretarial service to the Management Team including dealing with incoming mail, the provision of minute 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, and perform routine office procedures, including typing of reports, letters and other documents; opening and distributing correspondence; dealing with outgoing post, photocopying, filing and faxing in accordance with current trust procedures.
Using word processing skills to provide typing support to the team, including reports, letters, memorandum, minutes, and rotas
To have a thorough working knowledge of electronic systems, including email, 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.
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.
As an ethical recruiter we will not pursue applications from red list countries as defined by the World Health Organisation. In order to pursue and apply for this role you must have UK NHS experience.
We reserve the right to withdraw or close a vacancy at any time. We will give priority to employees who are at risk.