Team Secretary

Job overview

Are you a motivated and enthusiastic Team Secretary? The Community Mental Health Team based at Westminster Memorial Hospital in Shaftesbury would like to hear from you. This is a part-time, fixed term post for 22.5 hours per week, covering a wide range of secretarial and administrative duties.

In this role, you will provide comprehensive secretarial and administrative support to a busy team. You will be responsible for managing a range of day-to-day administrative tasks, ensuring processes and procedures are followed efficiently. You will have well-developed IT skills, a good working knowledge of Microsoft Office, and proven experience in an office-based environment.

Key responsibilities include handling telephone calls, processing referrals using our RIO system, arranging appointments for clinicians, responding to enquiries, and providing administrative support to the wider team. You will also be responsible for taking minutes at meetings, including multidisciplinary team (MDT), Best Interest, and MARM meetings, as well as audio and copy typing letters, reports, and meeting minutes.

We work with vulnerable people, so a compassionate telephone manner is essential. Previous NHS experience and experience of using the Rio patient records system will be an advantage. Being adaptive and flexible to the needs of the service and our client group is essential.

If you are looking for a change, and working with a wide variety of professionals, this could be the role for you.

Main duties of the job

• To provide secretarial cover for Clinical Team members which includes Consultants and medical staff.
• To deal with incoming and outgoing post; producing letters and reports as required by the Medical and Clinical team members.
• To ensure Patient computerised records are kept up to date on the Trust electronic record system RiO.
• To arrange meetings and appointments and ensure that all parties have the relevant information.
• Minute take, including during Multi-disciplinary Meetings, Business Meetings, plus occasionally MARM and Best Interest Meetings.
• Take messages; deal with general enquiries ensuring the appropriate action is taken.
• To ensure information is appropriately and securely stored, filed and easily retrievable.
• To obtain information from other agencies and departments within the Trust as required.
• To promote, adapt and share good practice between the administration team and other agencies.
• To provide secretarial cover for other clinical staff and other administration departments to ensure the smooth running of the service.
• To participate in flexible working within the Mental Health Service ensuring adequate secretarial cover is provided as necessary
• To help with audio typing

Detailed job description and main responsibilities

For the main duties and responsibilities for this role please read the attached job description and person specification.  When completing your application please ensure your supporting statement reflects the criteria set out in these documents by showing how your experience and skills apply to this post.

We understand that AI can be a useful tool when completing your application. However, we are seeing an increasing over-reliance of AI tools, which can negatively affect your application as it reduces a candidate’s individuality, and makes it difficult for us to gain a clear and authentic understanding of your experience, skills, and in turn your suitability for the role.

All submissions must be truthful and if you do use AI, it should only be used to enhance your application and not create your supporting statement in its entirety. Your supporting statement should be in your own words and must accurately reflect your personal experience and achievements.  Where we have concerns that AI has been used to generate content that misrepresents your experience and suitability for the role, we may withdraw your application.

As part of our vision to have a skilled, diverse and caring workforce, Dorset HealthCare offers support for people getting into work. We offer an employability service to support individuals with application writing, interview skills and other employment support. If you would like or know of anyone who would value this support, please do contact  [email protected]

Applications from candidates that require current Skilled worker sponsorship to work in the UK are unfortunately ineligible to apply for this position.

This is a fixed term role and for those with current NHS service, the role will be offered on a secondment basis only.  Please obtain permission to be released on a secondment before submitting an application.