Team Secretary

Job overview

Would you like to make a difference and use your people and secretarial/administration skills to support the provision of mental health services in the community?

We are looking for a friendly, enthusiastic and self-motivated individual to join our busy Admin Team, based at Chapel Street Clinic, Chichester. As well as Chichester, our services cover care in the community for Bognor, Midhurst and the surrounding areas.

The post holder will provide a comprehensive secretarial service to one of our medical staff and support the wider multidisciplinary team with their admin, ensuring an efficient and confidential service.

Main duties of the job

After a suitable period of training, you will be allocated to one of our Consultant Psychiatrists to provide them with an efficient and confidential secretarial service, which will include diary management and clinic letter typing.

Our secretaries also provide admin support to the wider clinical team on a rotational basis.

You will require excellent interpersonal skills for effective communication with service users and the multi-disciplinary team, which consists of Consultant Psychiatrists, nurses, psychologists, managers, social workers, occupational therapists, graduate mental health practitioners and support workers.

A background within healthcare services would be an advantage, but other secretarial or administration experience will be considered.

Evidence of a good general education is required, together with excellent organisational and IT skills. Flexibility, the ability to work on your own initiative and effective communication skills are all essential, as is a commitment to caring for patients in the community.

Ideally you will have experience of Microsoft Word and preferably of patient/customer administration systems, but training will be given. Excellent keyboard skills and an eye for detail are highly desirable, as are the ability to multi-task and remain calm under pressure.

Detailed job description and main responsibilities

After a suitable period of training, you will be allocated to one of our Consultant Psychiatrists to provide them with an efficient and confidential secretarial service, which will include:

• Accurate typing of clinic letters from dictation.
• Diary management of their outpatient clinics.
• Taking and making telephone calls to and from services users, carers, GPs and colleagues.
• Supporting the wider clinical team with their admin on a rotational basis, including screening and sending letters to GPs and patients, updating patient records and booking appointments.
• Minuting meetings.
• Occasional cover of reception and switchboard.

Please refer to the job description and person specification for full details.

This is a full time role, 37.5 hours per week, Monday to Friday, 9am to 5pm.

Please read Job Description and Person Specification for more details.

For further information please contact Nina McLagan, Admin Team Leader on 0300 304 0300.

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.