Team Secretary

Job overview

Team Secretary - Band 3 – NHS Sussex Partnership Trust

An opportunity has arisen for an adaptable individual to join our service as a Team Secretary within the COAST Team in Haywards Heath.

As a successful candidate you will have to provide efficient and pro-active secretarial/admin support to the clinical team.

Main duties of the job

You will need to have excellent communication and interpersonal skills, be able to prioritise and adapt to constant demands on the workload as well as to demonstrate the ability to work as a team member. The post holder is responsible for carrying out general administrative duties; work within set routines and processes, policies and procedures to provide a comprehensive high quality service to the service, and able to deal efficiently and courteously with patients and staff enquiries. Relevant experience working within an administration team is essential.

Essential skills required for the post include – the ability to prioritise tasks, effective time management skills; excellent IT and secretarial skills; good communication, interpersonal and organizational skills.

Detailed job description and main responsibilities

Job Summary: The team secretary is a vital role within our team, responsible for providing comprehensive administrative support to ensure the efficient operation of our service. The post holder will work within established routines and processes, policies, and procedures to deliver high-quality service to the unit, handling patient and staff inquiries efficiently and courteously.

Key Responsibilities:

• General Administrative Duties: Perform a variety of administrative tasks, including managing schedules, preparing reports, and maintaining accurate records.
• Communication: Exhibit excellent communication and interpersonal skills to interact effectively with patients, staff, and external stakeholders.
• Prioritisation and Adaptability: Prioritise tasks and adapt to constant demands on the workload, ensuring timely completion of duties.
• Team Collaboration: Demonstrate the ability to work collaboratively as a team member, supporting colleagues and contributing to a positive work environment.
• Patient and Staff Enquiries: Address patient and staff inquiries efficiently and courteously, providing accurate information and assistance.
• Compliance: Ensure all administrative processes comply with healthcare regulations and standards.

Qualifications and Experience:

• Relevant experience working within an administration team is essential.
• Strong organisational skills and attention to detail.
• Proficiency in using office software and tools.
• Ability to manage multiple tasks and meet deadlines.
• Excellent problem-solving skills and the ability to work independently.

Personal Attributes:

• Professional and approachable.
• High level of integrity and confidentiality.
• Strong commitment to providing high-quality service.

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.