Job overview
An exciting opportunity has arisen to be the Team Secretary in our national award winning emotional health and wellbeing service, #Thrive based in Rochdale. #Thrive is a service for young people aged up to 19. We have a fantastic reputation for providing innovative support to young people in the area. The service is provided by Pennine Care in conjunction with Your Trust and is co-located with our Young Peoples Mental Health Support Team and Parent Infant Mental Health Service. If you enjoy working as part of a busy team and share our vision to provide excellent quality care at the an early intervention level then consider applying to join us. We also benefit from being close to a number of shops and have free parking.
Main duties of the job
The post holder will be responsible for contributing to the provisions of an efficient
and effective service with excellent standards of customer care and referral
processes within the Service.
• Provide administrative support to the service.
• Ensure the provision of support to the administrative lead and the wider
management team which includes processing of referrals, support for the daily
duty manager (as directed), typing appointment and clinical letters, assessments,
care plans, reports and non-clinical correspondence.
• Log all new referrals onto Paris, allocating these to caseloads when authorised.
• Input all new patient demographic data onto the Paris system.
• Maintaining patient health records, ensuring that patient information is up to date
and the records are kept in good order, with replacement records generated
when the condition requires.
• Pull regular reports from Paris of pending referrals and ensuring resolutions in a
timely manner, also ensuring the systems are accurate and up to date.
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
• Provide administrative support to the service.
• Ensure the provision of support to the administrative lead and the wider
management team which includes processing of referrals, support for the daily
duty manager (as directed), typing appointment and clinical letters, assessments,
care plans, reports and non-clinical correspondence.
• Log all new referrals onto Paris, allocating these to caseloads when authorised.
• Input all new patient demographic data onto the Paris system.
• Maintaining patient health records, ensuring that patient information is up to date
and the records are kept in good order, with replacement records generated
when the condition requires.
• Pull regular reports from Paris of pending referrals and ensuring resolutions in a
timely manner, also ensuring the systems are accurate and up to date.
• Provide support for the management of the referral system in the service on a
day-to day basis.
• Create and achieve a balance in the workload by prioritising and delegating work
as necessary and monitoring the situation on a daily basis.
• Maintain information systems including Paris in accordance with directives from
the Operational Co-ordinator.
• To support the booking system, ensuring all appointments and client information
is recorded on Paris. To report any potential problems to the Operational Coordinator. To become involved in service systems process for booking new
patient appointments when required.
• Provide weekly statistical data for analysis including monitoring waiting times and
taking necessary action to address and alleviate potential problems.
• Dealing with telephone queries from sometimes distressed service users with
minimum supervision verifying that all patient data is correct and any
amendments made.
• Filing any relevant documentation in patient records.
AFC 15/06/17 JME-146-17 Team Secretary Band 3
• Ensuring that an efficient and courteous service is offered to all service users and
that confidentiality is strictly maintained.
• Be aware of all policies and procedures in relation to health records.
• Attendance at relevant meetings as directed by the Operational Coordinator to
take notes / minutes, type up minutes of the meeting and feedback accordingly.
• Any other duties commensurate with the post as instructed by the Operational
Coordinator
• The post holder will be expected to be able to take on the above duties in
addition to their current job, but it may be necessary to adjust workloads
accordingly and delegate some tasks as appropriate.
• To work flexibly including availability to work evenings and weekends.
Person specification
Education/Qualifications
Essential criteria
* • Good level of general education including GCSE English.
* • Competence with working on Microsoft Office Suite
* • RSA / NVQ Level 3 typing / diploma in secretarial studies or equivalent
Desirable criteria
* • ECDL
* • NHS experience
* • Awareness of Paris system
Experience
Essential criteria
* • Experience within a health/social care setting.
* • Experience of working within a highly stressful environment.
Desirable criteria
* • Ability to demonstrate effective utilisation of resources.
* • Previous experience within mental health teams.
Skills and Abilities
Essential criteria
* • Problem-solving skills.
* • Ability to work well and efficiently under pressure.
* • Ability to remain calm under pressure when dealing with stressful working conditions.
* • Ability to work on own initiative and as part of a multi-disciplinary team
* Customer care skills
📝 Application support - We recommend tailoring your application to each role you apply for, particularly your supporting information. This gives you the best chance of success. Your supporting information should clearly explain, with examples, how your skills and experience meet the essential and desirable criteria for the role.
We understand that some candidates may use AI tools to help prepare their application. This is not restricted, however, any AI support should only be used to enhance your own writing and must reflect your genuine skills and experience. You will be asked to talk about your application at interview. Applications that contain false or misleading information may be removed from the recruitment process.
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 this vacancy early if we receive a high volume of applications. If you have a disability or long‑term health condition and need extra time or adjustments to complete your application, please contact us as soon as possible. We will ensure you are not disadvantaged where a reasonable adjustment is appropriate.
If you have problems applying, contact
Address
Pennine Care NHS Foundation Trust
225 Old Street
225 Old Street
OL6 7SR
Telephone
01617163181