Job overview
Woodbank is a psychiatric intensive care unit for females aged 18 - 65. The unit provides support to women experiencing serious mental illness, such as psychosis and severe mood disorders.
The post holder will be responsible for the co-ordination of secretarial and administrative support for the unit. The post holder will be expected to manage their own workload with the Consultant and the supporting medical team and co-ordinate their activities to ensure that an efficient service is provided.
The post holder will be flexible and use their own initiative to organise their workload, dependent on priorities at that time.
Main duties of the job
Able to work unsupervised and manage own workload, exercising
the highest standard of confidentiality using independent
judgement and initiative, based on acquired knowledge and
experience, demonstrating influence and composure when
working under pressure and to strict guidelines.
Working for our organisation
We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.
Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We’re really proud of our #PennineCarePeople and do everything we can to make sure we’re a great place to work.
All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.
If you come and work for us we will offer a range of benefits and opportunities, including:
* Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
* Flexible working opportunities to support your work/life balance
* Access to Continued Professional Development
* Involvement in improvement and research activities
* Health and Wellbeing activities and access to an excellent staff wellbeing service
* Access to staff discounts across retail, leisure and travel
Detailed job description and main responsibilities
* To provide personal secretarial assistance to the Consultant Psychiatrist and their Medical team.
* Able to work unsupervised and manage own workload, exercising the highest standard of confidentiality using independent judgement and initiative, based on acquired knowledge and experience, demonstrating influence and composure when working under pressure and to strict guidelines.
* To manage the diaries of the medical team members and to be responsible for planning and coordinating day to day activities by scheduling meetings, appointments and clinical commitments.
* To assist in managing and maintaining the departmental systems ensuring accuracy of all data that supports the delivery of clinical services.
* To link in and co-ordinate with other departments and organisations internally to represent PCFT, where appropriate.
* Organising assessments with the pathway team
* Prepare agendas, assemble meeting papers, take and type minutes of Best Interests meetings, CTM/CPA meetings, Safeguarding meetings and staff meetings as required, including follow up actions.
* To draft formal letters and papers on behalf of team members where appropriate.
* Audio-typing, copy typing and formatting of letters as appropriate ensuring timescales are met.
* Liaising with GPs, patients and their relatives, plus other relevant agencies, e.g. Social Services, Probation, Courts, Prisons, Police Departments, Solicitors etc.
* Dealing with telephone enquiries in a diplomatic and sensitive way, following these through with the appropriate member of staff in an appropriate and tactful manner.
* Control and maintenance of health records (including archiving) in accordance with the Trust’s Records Management Policy and ensuring all are electronically tracked to the current location.
* To be responsible for the maintenance and security of all manual and electronic filing systems.
* Organising and maintaining an effective and efficient filing system.
* Exercise independent judgement and initiative when problems arise by taking appropriate action to resolve the situation or referring to the appropriate person.
* Cooperate fully in the introduction of new technology and new methods of working, as appropriate to the work of Medical Secretary, including self- development, to continuously update knowledge of new trends.
* To safeguard, at all times, privacy of information relating to patients and staff alike, ensuring that an efficient, courteous service is offered to all service users and that confidentiality is strictly maintained.
* Organising meetings, preparing and distributing agenda and minutes.
* Audio typing reports for First and Second Tier Mental Health Tribunals, Hospital Managers and Ministry of Justice, ensuring that target dates are met.
* Audio typing discharge summaries or other relevant clinical letters
* Ensuring that admission / discharge summaries are completed within the target times, bringing to the attention of the consultant any problems arising.
* Providing prompt diagnostic information to clinical coding by completion of ID sheets, ensuring targets are met.
* To work as an integral part of the Rehab and High Support Care Hub medical secretariat, providing cover and assistance across the Hub as directed by the Administration Lead/Manager.
* To participate in the Rehab and High Support Administration Forum.
* To participate in yearly Individual Performance and Development Reviews with related quarterly appraisals, undertaking management supervision and ensuring completion of mandatory training.
* To abide by all relevant trust policies and procedures
* Collect, collate, input and extract data into/from NHS systems as directed (NHS Spine, Clinical Systems, SMART, ESR, PARIS)
* To provide administrative assistance to the Unit in the absence of the Unit Administrator.
* Any other duties as required by the Trust
Person specification
Education/Qualifications
Essential criteria
* Educated to GCSE level or equivalent
* ECDL training or equivalent
* AMSPAR qualification or equivalent experience
* NVQ level 4 or equivalent experience/knowledge
Experience
Essential criteria
* Previous NHS experience
* Previous experience in an administration and supervisory role
* Experience of dealing with complex enquiries that require signposting to services or facilitation of a resolution
* Experience in managing and prioritising own workload effectively
* Experience of supervising staff
* Experience of liaising with a wide range of external agencies, e.g. courts/prisons
Desirable criteria
* Experience of working in a similar clinical area
Knowledge
Essential criteria
* Working knowledge of Paris or similar clinical system
* Competent in the use of Microsoft word, Excel and Powerpoint
Skills and Abilities
Essential criteria
* Excellent written and verbal communication skills
* Excellent IT skills
* Excellent interpersonal skills
* Excellent audio typing skills
* Able to use own initiative, but identify when to seek additional support
* Able to work to deadlines, demonstrating organisational skills
* Able to develop close working relationships with the clinical team and other agencies
* Ability to effectively communicate to staff, service users and Carers in a tactful and diplomatic manner
* Ability to keep information in a confidential and secure manner
Desirable criteria
* Problem-solving skills
* Analytical approach
Work Related Circumstances
Essential criteria
* Willing to undertake training required to carry out the job
* To work unsupervised, with supervision available
* Use of a car or access to a means of mobility to travel across the Trust footprint in line with service needs
* Willing to carry out all duties and responsibilities of the post in accordance with the Trust’s Equal Opportunities and Equality and Diversity policies
* Appointments to regulated and controlled activities require an enhanced DBS disclosure
📝 Application support - We also offer virtual application support sessions each month, where you will learn some hints and tips to support you in completing your application form. To secure your place, and to find out more visit the on our website.
🌍 Sponsorship Information - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the
📬 After You Apply - Once your application is submitted, you’ll receive updates via email. Shortlisting is based on how well you meet the criteria outlined in the person specification. Only shortlisted candidates will be invited to interview, and invitations will be sent by email.
✅ If You're Offered the Role - If successful, the hiring manager will contact you directly with a verbal offer. They will then notify the Recruitment Team and submit the necessary paperwork. You’ll receive a formal conditional offer via email
🔍 Pre-Employment Checks - To confirm your suitability for the role, we will carry out pre-employment checks in line with. These include:
* Identity verification
* Right to work check
* Disclosure and barring service (DBS)/Criminal record check (dependent on role)
* Professional registration and/or qualification check
* Occupational health assessment
* Employment history and reference validation
All applicants external to Pennine Care NHS Foundation Trust will be required to provide their to cover the most recent three years employment. This information will used to validate employment history and references.
If you require sponsorship, we will assess your eligibility based on current If the role is not eligible and you cannot demonstrate your right to work, your conditional offer may be withdrawn.
🚀 Once Checks Are Complete -
The Recruitment Team will coordinate with you and the hiring manager to confirm a start date. You’ll be booked onto a Trust Welcome Session and receive your Pennine Care NHS Terms and Conditions.
📣 Additional Information -
We are committed to equality, diversity, and inclusion (EDI), and we strive to ensure our workforce reflects the communities we serve. We actively encourage applications from individuals of diverse backgrounds to help us grow, innovate, and improve.
If you wish to be considered under the Disability Confident Scheme, you will be guaranteed an interview if you meet the essential criteria for the role.
If you need reasonable adjustments during the recruitment process, please contact us on 0161 716 3181 as early as possible so we can support you.
Please note:
* We do not accept unsolicited contact from recruitment agencies. Hiring managers should not be contacted directly.
* We may close vacancies early if we receive a high volume of applications. To ensure your application is considered, please apply as soon as possible.
If you have problems applying, contact
Address
Pennine Care NHS Foundation Trust
225 Old Street
225 Old Street
OL6 7SR
Telephone
01617163181