Team Secretary

Job overview

Provides comprehensive administrative and secretarial support to clinical and support service teams, ensuring smooth daily operations. Manages telephone and face-to-face enquiries, diaries, appointments, meetings and minute taking. Maintains accurate electronic and manual records in line with confidentiality and information governance standards. Produces correspondence using Microsoft Office and digital transcription systems with high attention to detail. Supports patients, carers and staff by providing non-clinical information and coordinating services. Prioritises workload, meets deadlines and maintains effective office systems. Contributes to service improvement, follows Trust policies, and works collaboratively to deliver a professional, efficient and customer-focused service.

Main duties of the job

The role will include managing the teams Duty Desk, audio typing, arranging meetings and taking minutes, diary management and regular telephone and face to face contact with staff, service users, carers other professionals at different levels internal and external.   The candidate must be able to prioritise their own workload and work on their own initiative.  They must also possess good problem solving skills, have the ability to work within strict time frames, have an awareness of service user / staff confidentiality and data protection and a high standard of written / verbal and analytical communication skills. An advanced knowledge of Microsoft Office programmes is essential.  Knowledge of BigHand system is desirable.

This role requires a strong capability in data analysis, with particular emphasis on the proficient use of Microsoft Excel to produce and interpret monthly statistical reports. The post holder will be responsible for analysing referral data and generating regular performance reports to monitor and demonstrate referral activity within the service.

Flexibility will be required by the successful applicant with regards to work base and hours, allowing provision of cover for colleagues in different areas when required.

Detailed job description and main responsibilities

To find out more about the key responsibilities and the specific skills and experience you’ll need, look at the Job Description & Person Specification attachments under the Supporting Documents heading.

So that you’re even more equipped to make an informed decision to apply to us, you’ll need to take time to read the Candidate Guide to Values Based Recruitment. This document provides you with information to help you apply.

We recruit people based on their values and qualifications (where required) and believe that their lived experience is an advantage, this means that together we are as diverse as the communities we care for. Simply put, when we employ caring people who act with integrity and have the right skills, we can give those with mental health challenges, learning disabilities and neurodiversity high-quality care and support to live fulfilling lives, and make our staff feel purposeful, happy and valued.

All our information is available in accessible formats. Please contact the Recruitment team [email protected]

Attached to this advert is our candidates guide to values-based recruitment and supporting guidance on how to make a successful application.

If you require a reasonable adjustment, please contact the Recruitment Team or see the attached candidate guide to reasonable adjustments.