We areseeking an enthusiastic clinical team secretary to work within our dynamic adminteam for the Community and Specialist services Mental Health teams.
The idealcandidate will be organised, efficient, skilled and be able to work within theteam. You must possess excellentcommunication skills, attention to detail and be proficient in office software,including Microsoft Word. You need to beeducated to GCSE level in English and Maths.SystmOne experience would be advantageous, along with typingqualifications RSA/OCR Level 3 or equivalent, but not essential, as trainingwill be given. Prior office orsecretarial experience would be preferred.
Main duties of the job
You will provide a secretarialand administrative support service to Community Mental Health Servicescurrently based at Weelsby View.
You will be responsible formaintaining up to date knowledge on Navigo policies, processes and proceduresand working within these at all times
Key responsibilities willinclude typing and formatting letters, arranging meetings and formatting the AIgenerated minutes from these, working on SystmOne, working closely withconsultants and clinicians for administrative tasks, along with other projectsand ad hoc tasks.
You will be pivotal inensuring an excellent administrative service is provided within agreed set timerestraints.
Supervision and fulltraining will be given.
About us
Hello!
Weare Navigo. We look after North East Lincolnshire's mental health andwell-being, an award-winning social enterprise that provides mental healthservices to the NHS and beyond.
Thewhole basis of our work is to deliver services that we would be happy for ourown family to use.
Weoffer a range of mental health services, including acute and communityfacilities as well as specialist support such as outstanding older adultsinpatient services, rehabilitation and recovery community mental health and anoutstanding specialist eating disorder facility.
Rankedas one of the top UK companies to work for, we feature in the Best Companiestop 100 large company list.
Asa social enterprise, we do things a little bit differently and have alsodeveloped income-generating commercially viable businesses that providetraining, education and employment opportunities including Grimsby GardenCentre.
Workingat Navigo is not like working anywhere else. Lots of places say that, but wereally mean it.
Welike to work with forward-thinking people who want to make a difference.
Comeand Join us !
Pleasenote: Whilst we value all applications, if we believe an application to be AIgenerated, we will use a checking tool and may reject any application that hasbeen automatically generated.
Shouldyou require any assistance in completing this application due to a disabilityor other needs please contact navigo.recruitment@nhs.net
Job responsibilities
To provide a full, effective and efficientadministrative and secretarial support service to all staff within the ClinicalTeam co-ordinating adhoc daily administration tasks to ensure the effective andefficient running of the service
To audio/copy type and format correspondence followingOutpatient Appointments and Domiciliary Visits ensuring timescales are met andinformation is saved accurately on the electronic system.
Work closely with Inpatient Secretary in assistingwith administrative work relating to inpatient admissions and discharges meetingset timescales as required by area of service.
Will support the day to day diary management ofClinical and Medical Team Members.
To audio/copy type and format of all reports,letters, assessments, reviews, care plans, discharges etc as pertinent to thework of the Team within set timescales ensuring clinical coding as appropriateand accurate saving to the electronic system.
Assist in coverof aspects of the role of the Admin Team Lead as and whenrequested/required.
To workwithin set processes and guidelines to maintain efficient, accurate andconfidential record systems.
To assist in overseeing work on a day to day basisof any bank, temporary and admin support staff bringing any issues to theattention of Admin Team Lead.
To attend and participate in relevant team meetings includingAdministrative, Clinical and Business Meetings.
To deal with telephone enquiries from Service Users suffering withmental health illnesses using empathy, understanding, initiative, tact andtenacity where appropriate ensuring accurateinformation is forwarded appropriately in order for appropriate care andfollow up to be facilitated.
To liaise with a range of internal and external personnel on a dailybasis including Clinical Professionals, Service Users and theirFamilies/Carers, GP practices, Consultants, Hospital departments and Health andLocal Authority staff.
To work closely with Outpatients Administration staff and toprovide cover for the running of Community Clinics / Reception dutiesduring annual leave and absences as required
To offer support to both internal and external clinical meetingsincluding:
Sourcing and booking of suitable venue
Invitations/Meeting apology collation for Chair in relation to meetingattendees
Preparation of Meeting Agendas and dissemination of documentation premeeting
Taking, producing and distributing minutes of meetings and relevantdocumentation under direction of Chairperson/Admin Team Lead/Clinicalstaff.
To run and edit electronic system reports, updating and checkingthe quality of data supplied and inputted systematically checking theelectronic system error reports and rectify data contained on a monthlybasis.
To assist in the collation of up to date activity and data relevant tothe team provision ensuring system data errors are addressed in a timely manneras raised by Quality and Performance Lead/Admin Team Lead.
Contributes and assists in the implementation ofnew administration procedures, developments and working methods.
To ensurehealth and safety procedures are adhered to and actioned as necessary,keeping electronic diaries for clinical members of the team, updating andworking from as necessary.
Assisting as requested in raising purchase ordersand stationary ordering as and when required under direction from Management.
To be jointly responsible for stock maintenance andmanagement of all office and administrative supplies.
To attendand participate in Team Development activities and Admin Development Days.
To act on own initiative and raise any relevantconcerns he/she considers may jeopardise service delivery and/or careprovision.
To maintain confidentiality at all times and tocomply with the Data Protection Act and Access to Health Records procedures.
To comply with Health and Safety Regulations andwork within the policy guidelines of Navigo.
To effectively manage compliance in mandatorytraining within the guidelines of Navigo.
Maintain an up to date and proficient workingknowledge of Navigo policies, procedures and processes ensuring changes inprocess and procedures are embedded in working practice..
Involvement as requested in new service initiativesand participation in working groups as appropriate and to meet needs ofservice.
Provide administrative input and perspective todevelopments within service as appropriate.
Any otherreasonable duty in connection with the work of the Team and as required bythe organisation.
Person Specification
Additional Criteria
* Understands the need for confidentiality
* Understands the need for liaison with service users and their families sensitively, warmly and with empathy
Knowledge
* Excellent communication skills; articulate, legible and meaningful and able to adjust communication style and content to the audience
* Attention to detail and accuracy
* Active and effective team member, co-operating to work together and in conjunction with others and willing to help and assist wherever possible and appropriate.
* Adaptable and flexible in approach to working practice
* Ability to use own initiative
* Ability to work under pressure
* Able to develop, establish and maintain positive relationships with others both internal and external to the organisation
* Willingness to undertake further training as required
* Knowledge of mental health services
* Knowledge of hospital administration systems
* Knowledge of medical terminology
* Experience / Ability to deal with telephone enquiries from other Agencies, clients and related to mental health professionals.
Qualifications
* Educated to GCSE level grade A to C or equivalent including Mathematics and English Language
* RSA/OCR III Typing/Word Processing standard
* Previous NHS secretarial/ administrative experience/knowledge of hospital administration procedures
* Willingness to undertake training
* Experience of working in a team
Experience
* Experience of working in a busy office environment with the ability to multi-task
* Ability to work to processes and set deadlines
* Experience of working in a customer service environment
* 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 or willing to work towards.
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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