Team Secretary

Job overview

We’re seeking an experienced secretary, who is organised, friendly, approachable, and self-motivated, to join our small admin team in providing secretarial services to our clinical teams within our adult mental health outpatient community services.

You will need to possess excellent communication skills both written and verbal is essential, alongside proven secretarial skills and the ability to multitask within a fast-paced environment.

You will need to be a team player and demonstrate sensitivity and confidentiality, due to the nature of our service, with the ability to work autonomously and have a strong work ethic with the flexibility to prioritise a varied workload.

Main duties of the job

You will be working alongside your admin colleagues, to provide comprehensive administrative and secretarial services to our clinical and medical teams.  Your main focus will require you to produce accurate letters and reports via our digital dictation system (Bighand), correspond effectively via e-mail communications, and arrange/re-schedule patient clinic appointments.

Using our electronic patient record system (SystmOne) you will need to produce accurate data inputting as well as scan, print and upload various correspondence.

Being able to demonstrate empathy and maintain confidentiality is also essential, as you will be required to answer complex telephone queries, where you will need to respond professionally to enquiries both internally and externally and possess the ability to exercise judgement and problem solve quickly.

You will be supporting our Medical Secretaries with providing cover in their absence, as well as working flexibly with your admin colleagues, to provide cross cover for our community outpatient’s reception, where necessary.

Detailed job description and main responsibilities

It is essential you have a good knowledge and experience of using Microsoft Office systems, whilst training will be provided for our in-house systems, such as SystmOne (Electronic Patient Record (EPR) and Big Hand (Digital Dictation system) etc.

Your key responsibilities will be varied but you will need to have a good understanding and proven experience in providing administrative and secretarial services, possess excellent communications and IT skills.

Although our team secretaries are based on site, the clinical teams we support are based across several sites within South Warwickshire & Coventry and you may be required to travel to support our service needs or attend training.   Travel expenses will be paid.

For more information on this role please see the attached support information. This will give you a better overview of the job role and requirements.