CYP Team Secretary

7 days ago

Lincoln, Lincolnshire, United Kingdom Lincolnshire Partnership NHS Foundation Trust Full time

Job summary

We are looking for a friendly, reliable, hardworking administrator to join our committed Children & Young People (CYP) Services. This is an office-based position with some flexibility for home working but there may be a requirement to travel across the county for meetings/training or to support the needs of the service. Mileage will be paid.

The position is for 20hours per week working Monday to Friday 10am to 2pm, to support the Mental Health Liaison Service within Urgent base is Lincoln however there is an expectation to travel to the Boston base once a week on a Thursday or Friday to support the needs of the service.

We are looking for someone flexible with the ability to work on their own or part of a wider team. You will be a key member of a friendly team and service who will help to support all teams in times of need with contributing to the smooth and efficient running of the will offer comprehensive training and development opportunities for the successful applicant for further information, contact Sophie Pitts on or

Main duties of the job

To undertake administration duties in support of clinical and non-clinical activity in the CYP Service ensuring administrative support is available to management team and service as will include, but is not limited to:

To assist with coordinating meetings including the provision of note taking, preparation and circulating supporting documentation. Diary management. Gathering information and data inputting. Help to assist with data monitoring using Excel housekeeping reports. Supporting with inputting referrals onto the clinical system. Typing letters and correspondence using audio/copy typing and word processing systems. To provide reception support if required. Liaising with internal and external providers. Navigating and updating clinical systems and electronic databases. Maintaining the services' shared online workspace/website if required. Management and coordination of rota tasks.

About us

Lincolnshire Partnership NHS Foundation Trust provides mental health services and a number of learning disability, autism and social care services in the county of Lincolnshire. Employing around 2,800 staff, and serving a population of over 766,000, our people lie at the heart of everything we do.

You could be part of a Trust rated by staff as one of the best mental health and learning disability trusts in England, in an area heralded as a fantastic place to live and work. We firmly believe the key to high quality care is a contented workforce. This is reflected in our Care Quality Commission rating of 'outstanding' for well-led and 'good' overall. In the most recent National NHS Staff Survey, our staff rated us as the number one trust nationally for staff morale and one of the top scoring NHS Trusts in the Midlands for being compassionate and inclusive. We're really proud of this

We are also leading the way in transforming care, with multi-million-pound transformation of patient environments and radical redesign of community services.

This is the time to join and help redesign our services of the future. We offer options for flexible working and provide a wide range of training and promotion opportunities in all professions. We support and celebrate diversity, have active staff networks groups and are always looking at what more we can do to support our staff.

Job description

Job responsibilities

Please refer to the job description for full details.

To provide General administration duties to the team including answering phone, taking messages, dealing with enquiries, responding to emails, dealing with incoming and outgoing post, photocopying, scanning and assisting with the effective dissemination of information as appropriate. To participate in providing a professional reception to the service, as and when required, and to ensure both telephone and personal enquiries are dealt with in a polite, confidential, and efficient manner. Communicating sensitively with anyone coming into the department maintaining strict standards of confidentiality To respond to queries and incoming calls on a daily basis, which may be non-routine and can sometimes involve information of emotional and distressing circumstances, ensuring prompt attention in a professional and sensitive manner, assessing situations, and seeking further information/support where required. To manage own workload seeking advice when required, performing routine office procedures including, typing, and producing letters, producing basic reports ensuring all correspondence is produced to an accepted standard of quality and accuracy. To ensure essential paperwork and policies within the team are kept up to date, informing staff of changes and new policies. Person Specification

Qualifications

Essential

NVQ 3 in Business Administration or equivalent qualification or relevant experience Good standard of general education including English

Desirable

RSA or equivalent qualifications.

Experience

Essential

Considerable experience in an office administration role Extensive experience of Microsoft Office packages, including Word, Excel, and Publisher Typing and formatting letters Data inputting and monitoring Outlook and diary management Extensive customer service experience Planning and scheduling events, meetings, diary appointments Understand data reports Use of Clinical systems Minute Taking Petty Cash and Office finance

Desirable

Experience of working in a medical or NHS setting. Experience of working in a mental health environment Familiar with Trust database systems preferably RIO Finance/Procurement systems Big Hand Data cleansing

Skills

Essential

Good communication skills ensuring that service users, staff and carers are treated in a polite and efficient manner, using tact and confidentiality at all times. Good organisational skills, with the ability to respond to multiple requests and the ability to efficiently manage and organise own workload. Good office skills being able to work under pressure and deadlines Typing to a high standard, including letter writing and formatting Microsoft Office packages including Word, Excel, Outlook and Publisher Good understanding of information governance and patient confidentiality Professional telephone manner with the ability to deal with difficult conversations professionally and compassionately Petty Cash and office finance

Desirable

Minute taking and organising meeting paperwork

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