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Band 3
Team Secretary
Adult Autism Assessment Service, MPFT
Shropshire, Telford and Wrekin
Are you looking for a new challenge? Do you have the skills and experience to help us deliver high-quality service provision with, and for, people querying an autism diagnosis? Then this is the job for you
MPFT are looking for an experienced creative, passionate, innovative, and enthusiastic team Secretary to work within our adult autism assessment service for people in Shropshire and Telford and Wrekin.
You will be helping us to develop the current adult autism assessment service in Telford and Wrekin, and to expand MPFT's adult autism assessment service into Shropshire County.
Shropshire has two well established "Autism Hubs"; one in Telford and one in Shrewsbury. Both Hubs are part of the Community, Voluntary and Social Enterprise (CVSE) sector and are partners with MPFT in the delivery of our adult autism assessment offer.
You will have close working relationships with colleagues in the Autism Hubs and a multi-disciplinary team of practitioners within the adult autism assessment pathway, including speech and language therapists and occupational therapists.
You will have experience and knowledge in working within a busy multi-disciplinary team and be drawing on these for this role.
JOB PURPOSE:
The Administrator/Secretary will be part of a small administration team which will provide comprehensive admin support to the Adult Autism Service for Shropshire Telford & Wrekin. Your main duties will include answering and directing phone calls, typing of confidential clinic letters, booking clinics, co-ordinating meetings and appointments, opening and scanning post, processing referrals, using IT systems (ie Rio) and dealing with general enquiries. You should have relevant experience in these areas.
You will be expected to be able to prioritise work and meet deadlines in order to fulfil the requirements of the post. Excellent interpersonal and communication skills are essential with an ability to deal with highly sensitive and challenging situations, communicating to both internal and external service users.
The team currently undertakes Adult Autism Assessments at the Autism Hubs in both Telford and Shrewsbury. The post holder will show a willingness to assist others and be a key member of the team as such they may be required to provide cover for other bases within the service should the need arise.
This role will be mainly office based.
Please note, we may be required to close this vacancy early if we receive a high volume of applications.
Come and work with us at our award-winning NHS Trust, leading the way for trying new and better ways of working to help improve life for our local communities.
We have around 9,000 staff who provide physical and mental healthcare, support for people with learning disabilities, and adult social care across Staffordshire, Stoke-on-Trent, Shropshire, and Telford & Wrekin. We also run regional and national services, including help for new parents (perinatal care), eating disorders, forensic services, sexual health, and support for people in prison with mental health, drug, or alcohol problems.
We offer great career development for both clinical and non-clinical roles, with ongoing training and support to help you learn and grow.
We are 'United in our Uniqueness' and committed to creating a workplace where everyone feels welcome and can be themselves, no matter their background or identity. We want our staff to feel supported and valued, and we aim to build a team that reflects the communities we serve. Together, we can make sure every voice is heard, and every difference is respected.
Please note, we may be required to close this vacancy early if we receive a high volume of applications
Please be aware that the use of artificial intelligence (AI) in completing application forms will be monitored to ensure fairness and transparency. If you have used AI you must state this in your application.
KEY RESPONSIBILITIES:
Provide secretarial and administrative support to the Business Support Officer (BSO) and professionals within the multi-disciplinary team.
Support The Operational Lead and other members of the management team as required.
Have a working knowledge of Easy Read.
Open, sort and distribute incoming post, prioritising and screening urgent correspondence ensuring it receives appropriate attention/direction.
Undertake general office duties as required including filing, photocopying, faxing, scanning etc.
Logging calls with the Trust's Service Desk for any building repairs, works etc.
Ensuring the correct procedures are adhered to and stock levels are maintained for the teams.
Prioritise and manage own workload to meet the needs and requirements of the service demands.
Working with the Autism Hubs to process/document referrals into the team.
Work within parameters of established procedures and to seek advice when necessary.
Provide cover for other administrative staff within the wider team as required.
Follow policies relevant to own role.
Meet and greet visitors as necessary.
Follow Standard Operating Procedures, good practice and established precedents.
To participate in mandatory training and personal development towards developing advanced knowledge and practice in the field of Autism and/or mental health.
Provide a full range of office tasks including filing, photocopying and faxing.
The daily use of Microsoft Office packages such as Outlook, Word, Excel and PowerPoint.
Input or extract data, as required, into/from non-clinical data systems (such as ESR, E-rostering) and clinical data systems including RIO.
Use of manual and electronic bring forward system to prioritise own work load to support managers in preparing for advance meetings.
Provide IT support including fault finding prior to contacting IT.
Work within clear guidelines and processes but will have autonomy to plan and prioritise own workload and act independently.
Use initiative in resolving conflicting diary appointments and schedules.
Demonstrate duties to new starters, trainees/less experienced employees.
Completes surveys as required e.g. staff survey.
Identifies, minimises and reports risk of danger, harm and abuse to senior colleagues.
At all times minimises risk to self by undertaking safe working practices whilst working under remote supervision.
To liaise with the senior clinicians and the team manager in order to communicate any concerns about the safety, effectiveness and efficiency of the service.
Communicate and relate with a range of employees of the Trust, visitors, service users, carers, students, members of the public and other agencies with a professional and sensitive approach using a variety of communication and customer service methods – at all times maintaining professional boundaries.
Receive phone calls, recording messages accurately, liaising with other administrative and health professionals i.e. carers, service users and GPs ensuring that suitable action is taken.
Be expected to travel to other team bases across Telford and Shrewsbury as required.
Use email applications such as Microsoft Outlook and NHS Mail in order to send, receive and distribute email correspondence appropriately and in accordance with the Trust's Acceptable Use of Information and IT – Policy and Guidance.
Maintain a high level of confidentiality at all times.
Demonstrate an understanding of the importance of effective team working within a multi-disciplinary team. Have the ability to adapt and use initiative as the need arises.
Providing first point of contact for matters relating to patient queries and complaints. To document any complaints / queries and deal with appropriately. If further information is needed, liaise with managers.
Exposure to distressing or emotional circumstances would be rare.
The post-holder will receive regular management supervision from their line manager and/or service lead in accordance with Trust policy.
* Please see attached JD/PS for further details.*
For an informal discussion please contact:
James Smith – Business Support Manager
or
Mary Fairgrieve – Operational Lead Adult Autism Service