Clinical Team Secretary

Job title:

Clinical Team Secretary

Company

NHS

Job description

We are looking for an experienced Administrator/Clinical Team Secretary to provide secretarial, administrative and clerical support service to the ADHD Service within Specialist Services of Navigo. The post-holder will be responsible for maintaining up to date knowledge on Navigo policies, process and procedures and working within these at all times. The successful post-holder will provide a full, effective and efficient administrative and secretarial support service to all staff within the Clinical Team co-ordinating ad-hoc daily administration tasks to ensure the effective and efficient running of the serviceMain duties of the jobThe post-holder will have excellent communication, IT and secretarial skills. The post holder will be pivotal in ensuring an excellent administrative service is provided to the clinical team within agreed set time restraints and will be responsible for accurate recording, maintenance and monitoring of the Teams data. The post-holder will record and process referral data from self referrals and relevant health professionals. The post-holder will possess excellent communication skills, strong administration/secretarial skills such as audio typing, minute taking, data inputting and customer care skills.About usHello!We are Navigo. We look after North East Lincolnshire’s mental health and well-being. We are an award-winning social enterprise that provides mental health services to the NHS and beyond.The whole basis of our work is to deliver services that we would be happy for our own family to use.We offer a range of mental health services, including acute and community facilities as well as specialist support such as outstanding older adults inpatient services, rehabilitation and recovery community mental health and an outstanding specialist eating disorder facility.Ranked as one of the top UK companies to work for, we featured in the Best Companies top 100 large company list and were named sixth best health and social care company 2023.As a social enterprise, we do things a little bit differently and have also developed income-generating commercially viable businesses that provide training, education and employment opportunities including Grimsby Garden Centre and two cafes.Working at Navigo is not like working anywhere else. Lots of places say that, but we really mean it.We like to work with forward-thinking people who want to make a difference.Come join us!Date posted30 October 2024Pay schemeAgenda for changeBandBand 3Salary£24,071 to £25,674 a yearContractPermanentWorking patternFull-timeReference numberB9816-401Job locationsVal Waterhouse Centre41-43 Kent StreetGrimsbyDN32 7DHNavigo House, 3-7 BrighowgateGrimsbyDN32 0QEJob descriptionJob responsibilitiesTo provide a full, effective and efficient administrative and secretarial support service to all staff within the Clinical Team co-ordinating adhoc daily administration tasks to ensure the effective and efficient running of the serviceTo audio/copy type and format correspondence following Outpatient Appointments and Domiciliary Visits ensuring timescales are met and information is saved accurately on the electronic system.Will support the day to day diary management of Clinical and Medical Team Members.To audio/copy type and format of all reports, letters, assessments, reviews, care plans, discharges etc as pertinent to the work of the Team within set timescales ensuring clinical coding as appropriate and accurate saving to the electronic system.Assist in monitoring and advising with regard to waiting lists/appointment schedulingTo work within set processes and guidelines to maintain efficient, accurate and confidential record systems.To assist in overseeing work on a day to day basis of any bank, temporary and admin support staff bringing any issues to the attention of Admin Team Lead.To attend and participate in relevant team meetings including Administrative, Clinical and Business Meetings.To deal with telephone enquiries from Service Users suffering with mental health illnesses using empathy, understanding, initiative, tact and tenacity where appropriate ensuring accurate information is forwarded appropriately in order for appropriate care and follow up to be facilitated.To liaise with a range of internal and external personnel on a daily basis including Clinical Professionals, Service Users and their Families/Carers, GP practices, Consultants, Hospital departments and Health and Local Authority staff.To offer support to both internal and external clinical meetings including:– Sourcing and booking of suitable venue– Invitations/Meeting apology collation for Chair in relation to meeting attendees– Preparation of Meeting Agendas and dissemination of documentation pre meeting– Taking, producing and distributing minutes of meetings and relevant documentation under direction of Chairperson/Admin Team Lead/Clinical staff.To run and edit electronic system reports, updating and checking the quality of data supplied and inputted systematically checking the electronic system error reports and rectify data contained on a monthly basis.To assist in the collation of up to date activity and data relevant to the team provision ensuring system data errors are addressed in a timely manner as raised by Quality and Performance Lead/Admin Team Lead. Job descriptionJob responsibilitiesTo provide a full, effective and efficient administrative and secretarial support service to all staff within the Clinical Team co-ordinating adhoc daily administration tasks to ensure the effective and efficient running of the serviceTo audio/copy type and format correspondence following Outpatient Appointments and Domiciliary Visits ensuring timescales are met and information is saved accurately on the electronic system.Will support the day to day diary management of Clinical and Medical Team Members.To audio/copy type and format of all reports, letters, assessments, reviews, care plans, discharges etc as pertinent to the work of the Team within set timescales ensuring clinical coding as appropriate and accurate saving to the electronic system.Assist in monitoring and advising with regard to waiting lists/appointment schedulingTo work within set processes and guidelines to maintain efficient, accurate and confidential record systems.To assist in overseeing work on a day to day basis of any bank, temporary and admin support staff bringing any issues to the attention of Admin Team Lead.To attend and participate in relevant team meetings including Administrative, Clinical and Business Meetings.To deal with telephone enquiries from Service Users suffering with mental health illnesses using empathy, understanding, initiative, tact and tenacity where appropriate ensuring accurate information is forwarded appropriately in order for appropriate care and follow up to be facilitated.To liaise with a range of internal and external personnel on a daily basis including Clinical Professionals, Service Users and their Families/Carers, GP practices, Consultants, Hospital departments and Health and Local Authority staff.To offer support to both internal and external clinical meetings including:– Sourcing and booking of suitable venue– Invitations/Meeting apology collation for Chair in relation to meeting attendees– Preparation of Meeting Agendas and dissemination of documentation pre meeting– Taking, producing and distributing minutes of meetings and relevant documentation under direction of Chairperson/Admin Team Lead/Clinical staff.To run and edit electronic system reports, updating and checking the quality of data supplied and inputted systematically checking the electronic system error reports and rectify data contained on a monthly basis.To assist in the collation of up to date activity and data relevant to the team provision ensuring system data errors are addressed in a timely manner as raised by Quality and Performance Lead/Admin Team Lead.Person SpecificationExperienceEssential

• Ability to communicate at all levels
• Excellent customer service skills with the experience and ability to deal with telephone enquiries from other Agencies, Service Users, their families and carers as well as Mental Health professionals
• Ability to minute complex clinical meetings (roles at Band 3 and above)
• Diary management skills
• Proven audio typing skills
• Confident and approachable
• Adaptable and flexible in approach to working practice
• Initiative and proactive approach
• Ability to work under pressure
• Excellent IT skills Word, Excel, Powerpoint & Outlook
• Active and effective team member
• Willingness to undertake further training as required

Desirable

• 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
• Clinical Coding trained (if required by area of service)
• AMSPAR trained (if required for role)
• ECDL trained
• Knowledge of mental health services
• Working knowledge of CPA
• Knowledge of hospital administration systems
• Previous customer service role
• Medical Terminology trained

KnowledgeEssential

• Team Working
• Maintaining databases and spreadsheets
• Understands the need for confidentiality
• Understanding of client group

QualificationsEssential

• Educated to GCSE level grade A to C or equivalent including Mathematics and English Language
• RSA/OCR Grade 3 Typing/Word Processing standard

Desirable

• Previous NHS secretarial/ administrative experience and knowledge of hospital administration procedures
• Experience/willingness to undertake training in use of electronic systems
• Experience of working in a team

Person SpecificationExperienceEssential

• Ability to communicate at all levels
• Excellent customer service skills with the experience and ability to deal with telephone enquiries from other Agencies, Service Users, their families and carers as well as Mental Health professionals
• Ability to minute complex clinical meetings (roles at Band 3 and above)
• Diary management skills
• Proven audio typing skills
• Confident and approachable
• Adaptable and flexible in approach to working practice
• Initiative and proactive approach
• Ability to work under pressure
• Excellent IT skills Word, Excel, Powerpoint & Outlook
• Active and effective team member
• Willingness to undertake further training as required

Desirable

• 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
• Clinical Coding trained (if required by area of service)
• AMSPAR trained (if required for role)
• ECDL trained
• Knowledge of mental health services
• Working knowledge of CPA
• Knowledge of hospital administration systems
• Previous customer service role
• Medical Terminology trained

KnowledgeEssential

• Team Working
• Maintaining databases and spreadsheets
• Understands the need for confidentiality
• Understanding of client group

QualificationsEssential

• Educated to GCSE level grade A to C or equivalent including Mathematics and English Language
• RSA/OCR Grade 3 Typing/Word Processing standard

Desirable

• Previous NHS secretarial/ administrative experience and knowledge of hospital administration procedures
• Experience/willingness to undertake training in use of electronic systems
• Experience of working in a team

Expected salary

£24071 – 25674 per year

Location

Grimsby, Lincolnshire

Job date

Fri, 01 Nov 2024 03:03:11 GMT

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