Team Secretary

Job overview

Unfortunately this role does not attract sponsorship under current government legislation, therefore if you require a certificate of sponsorship to support a visa application, we will be unable to proceed with your application.

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.

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.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.