Team Secretary

Job overview

Please be aware that this role is NOT eligible for Sponsorship - If you already work for HPFT on a health and care visa, you will NOT be able to transfer your visa to this role.

An exciting opportunity has arisen for an enthusiastic and committed Band 4 Team Administrator to join our EMDASS Northwest Team. We are looking for a friendly, enthusiastic and self-motivated individual to join our administration team. We are a multi-disciplinary team (MDT) and our service includes Memory Nurses, Dementia Nurse Specialists, Deputy Community Manager, Service Manager, Psychologists, Psychology Assistant, Occupational Therapist, Occupational Therapy Assistants, Psychiatrists, GP, and Staff members partner agencies. We are seeking an organised and well-motivated administrator to provide administrative support for memory assessments for individuals suspected of having Dementia, and post diagnostic support through treatment and titration reviews. Excellent organisational and communication skills, alongside solid administration experience, are essential for this post. The post holder will undertake a wide range of clerical duties, manage their own workload, and support the team with administrative needs. Evidence of working on your own initiative, problem-solving ability, accuracy, strong keyboard/IT skills, and flexibility to meet service needs are also essential. The post holder will be committed to the transformation of the EMDASS service to improve efficiency.

Main duties of the job

To provide a comprehensive range of secretarial and administrative services to the EMDASS Northwest team to deliver assessment, diagnosis, treatment and post diagnostic support. The post holder will be delivering pre-diagnostic support by reassuring  service users regarding their waiting time position whilst remaining in waiting list.  To follow the appointment booking system effectively to manage the waiting list, cancellations and DNAs. To liaise with other departments and services and to respond effectively to inquiries from the general public, service users, referrers and other agencies and professionals. To consistently deliver a client focused service, which promotes good customer service and effective working relationships.

As a university NHS foundation trust, HPFT continues to develop strong links with the University of Hertfordshire, providing excellent learning and development opportunities.

We provide mental health and social care services - including Adults of Working Age, Older Adults, Children and Adolescents and Specialist Learning Disabilities services.

Detailed job description and main responsibilities

They will need to be establishing and maintaining positive relationships with GPs, agencies, charities, and other providers who also provide services to Older People in that community area. These relationships are vital and team members should bear in mind that they will be representing HPFT.

Close working relationship should be developed with other parts of HPFT notably Crisis Function team and SMHTOP as well as Hertfordshire County Council’s Health and Community Services.

The post holder will provide support to colleagues, where appropriate.

To form effective working relationships with the staff working in the Team.

To act as a point of contact for the managers / deputies and consultant psychiatrist/ psychologist and team both within the Trust and with outside agencies.

To demonstrate the ability to work well within a team, prioritise and manage own workload and display initiative whilst maintaining a positive, professional, and calm approach when communicating with colleagues

The post holder will be working for both EMDASS one-stop pathway or primary care pathway by supporting with secretarial role to deliver assessment and diagnosis for suspected with dementia. The post holder will be adhering to HPFT policies and in Primary Care Pathway will also be adhering to GPs’ local policies.

To be at least proficient in skill in note taking and be able to manage meeting notes in their work loads.

Responsibility for ensuring all correspondence is accurate and appropriately presented using current methodologies and medical terminology used by the team.

To be skilled and experienced in the full range of secretarial work, practice, software programmes and specialised functional terms.

To use proficient internet skills to access searches and retrieve data, relevant to the team.

To use knowledge and experience to meet the needs of the team by completing non-routine tasks daily.

To update skills as necessary and attending mandatory training.

To demonstrate excellent IT skills, a good working knowledge of Microsoft office application and audio typing is desirable.

To ensure flexible approach and be willing to take meeting notes/practice governance notes.

To access and update patient records using PARIS database, although training will be provided.

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 will observe a personal duty of care in relation to the Trust’s financial and physical resources.

Ensure that all policies applicable to EMDASS are implemented.

To participate in transformation of service and contribute to proposed changes to pathway, practices, and procedures to improve quality and efficiency.

To propose ideas for, and if accepted, complete audits relevant to the improvement of the team’s clinical practice.

To use a range of communication skills to develop effective relationships with managers, teams, and colleagues, facilitating effective and timely communication.

To exchange confidential, sensitive information with staff, service users and carers, in person or on the telephone.  The unpredictability of service users means that persuasive, re-assuring, empathic, counselling skills are always required.

To use developed communication skills with service users who may have difficulty understanding, and at times to give disappointing information to service users e.g., cancelling appointments

To be experienced with a range of communication methods including telephone, e-mail, and scanner.

On occasion provide cover for reception, as required.

The post holder will be expected to possess advanced keyboard skills.

To be expected to possess robust note taking and transcribing such into proficient and accurate notes, for referencing by other parties.

Responsible for informing services users of appointments, changes to appointments, cancellations, telephone or by letter, where appropriate.

To negotiate agreements and co-operation from patients always using tact.

To be the first point of call for service users, using developed communication skills and liaising with others to ensure the best possible care