Band 4, Secretary, Watford - BB2832

Job overview

We are currently seeking an experienced Team Secretary/Medical Secretary, at Band 4 to work within our Adult Community Mental Health team via a Bank Contract, based in Watford. You will be joining our Temporary Staffing Team within HPFT - Hertfordshire Partnership University NHS Foundation Trust.

The job holder will be the lead in the provision of a comprehensive, professional, effective secretarial and administrative service, for the adult community mental health team. The post holder is the first point of reference, and as such, must display a considerable degree of initiative, possess mature judgement and maintain a calm, friendly and efficient manner when dealing with service users, their relatives, colleagues and visitors.

The post holder will be required to work independently using initiative and applying a high degree of confidentiality to all of their work.  Undertake non-routine duties without direct supervision, working within broad procedural guidelines.  The post is managed rather than supervised.

HPFT provides services for service users with mental health, learning disability and children’s and adolescent mental health problems. Applicants should have some experience of working in a healthcare setting.

Main duties of the job

• Be highly proficient in the skill of note taking covering Team Meetings/Professionals meetings.
• Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology used by the team.
• Be highly skilled and experienced in the full range of secretarial work practices, software programmes, and specialised functional terms.
• Use proficient internet skills to access, search and retrieve data relevant to team.
• Use touch typing, audio as necessary in daily work, using T Pro Dictation system (training provided in T Pro).
• Use knowledge and experience to meet the needs of the teams by completing non-routine tasks on a daily basis.
• Update skills as necessary and attend mandatory training
• Demonstrate excellent IT skills, a good working knowledge of all Microsoft Office applications and accurate audio typing is essential.
• Ensure flexible approach to work and be able/willing to travel to other sites using own car within North Herts to take notes, if necessary.
• Access and update patient records using Paris database, although training will be provided.

Detailed job description and main responsibilities

• Responsible for informing services users of appointments, changes to appointments, cancellations, telephone or by letter, where appropriate.
• Negotiate agreements and co-operation from patients using tact at all times
• To be the first point of call for service users, using developed communication skills and liaising with others to ensure the best possible care
• The post holder will be expected to make judgements, without direct supervision, as to the importance/urgency of workload issues and will prioritise their own work accordingly.
• Using judgement and initiative to ensure the smooth running of the clinics, e.g. availability of notes; maintenance of up-to-date records, both electronic and paper-based.
• The post holder will be responsible for demonstrating/training any new or bank-agency staff employed regarding the operating systems within the office.
• The post holder will be expected to keep accurate and complete computerised/paper records consistent with legislation, policies and procedures. To undertake archiving of paper files on a regular basis.
• To input, process, manipulate and retrieve data/information in an accurate and timely manner, observing any deadlines as necessary and producing finished copy of a high standard.
• The post holder would carry out tasks in relation to audit/evaluation of services if required to do so.
• The post holder will be expected to manage their own workload.
• They will have the freedom to act within established parameters.
• To apply a degree of initiative and be expected to deal with matters independently on a daily basis.

Please see JD attached for further information and responsibilities required