Team Secretary

At Hertfordshire Partnership Foundation Trust we are looking for people to join us who share our values and those of the NHS. Before your application can be considered please take part on our online values questionnaire, which you can find below. When you have finished you will be sent a 'completion code' by email, which will be valid for 6 months and required to submit your application form.

To lead in the provision of a comprehensive, professional, effective secretarial and administrative service to the North-East Essex Community LD Team. The post holder must display a considerable degree of initiative, possess mature judgement, and maintain a calm, friendly and efficient manner when dealing with service users, their relatives, colleagues, and visitors.

The post holder will provide comprehensive, professional, and effective administration to the Single Point of Access (locally in Essex called the ‘Way In’) receiving and creating inbound referrals for the Essex Learning Disability Partnership (ELDP). The post holder will be able to communicate with compassion and professionalism to a wide range of individuals including service users and their families / carers.

The post holder will be required to work independently using their own initiative and apply a high degree of confidentiality to all of their work. To undertake non-routine duties without supervision, working within broad procedural guidelines.

All staff should comply with the Trust’s Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.

All staff should comply with the Trust’s Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.

Main duties of the job

Duties and Responsibilities

• Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology used by the team.
• To provide full secretarial support to the appropriate Community Team.
• To be highly skilled and experienced in the full range of secretarial work practices, software programmes, including e-rostering.
• To be highly proficient and expert in Paris, advising and guiding others in team, supporting new users and instructing them as necessary.
• To use proficient internet skills to access, search and retrieve data relevant to team.
• To use audio and shorthand skills for minute taking as necessary in daily work.
• To use knowledge, and experience to meet expectations of the teams by completing non-routine tasks on a daily basis.
• To update skills as necessary an, tend mandatory training.
• Adhere to department's policies and procedures.
• Any other duties as deemed appropriate to grade as requested by manager.

Working for our organisation

Hertfordshire Partnerships University Foundation Trust

• Hertfordshire Partnership University NHS Foundation Trust (HPFT) is an exceptional organisation with big ambitions, our aim is to be the leading provider of mental health and specialist learning disability services in the country.
• With a workforce of around 3,500 people and an annual income of some £330million this year, the Trust provides integrated health and social care services through a network of community and inpatient settings, serving diverse communities across Buckinghamshire, Essex, Hertfordshire, and Norfolk. As a university NHS foundation trust, HPFT continues to develop strong links with the University of Hertfordshire, providing excellent learning and development opportunities, as well as strengthening our clinical research capability.
• Whilst it is a challenging period for the NHS, there has never been a more exciting time to join HPFT following our CQC rating of Outstanding awarded to us in April 2019. We are on our “Good to Great” journey as we continue to innovate, improve, transform, and ultimately deliver the very highest standards of care to the service users and communities that we serve.

Detailed job description and main responsibilities

Key Relationships

The post holder will be expected to have regular contact with the Administration Lead, Clinical Advisors, and the Senior Clinical Advisor, as well as referring organisations including service users, service users’ family members and carers,

The role will also be required to manage internal relationships within the ELDP Partnership including the Joint Management Group, EPUT and HPFT

Person specification Qualifications

• Educated to Secondary Level with GCSE qualifications or equivalent.
• NVQ3/RSA3 or equivalent experience
• Willingness to complete further training and qualification identified as appropriate to the role
• Communications skills / Leadership training
• European Computer Driving Licence or equivalent.

Experience

• Extensive experience of working in an office environment.
• Knowledge of secretarial or administrative procedures and systems, some of which are non-routine and non-routine activities such as answering queries, progress chasing, taskrelated problem solving, acquired through experience
• Range of work procedures and practices; base level of theoretical knowledge.
• Knowledge and experience to deal with nonroutine issues such as problem solving for an area of work or developing alternative or additional procedure.
• Knowledge of specialist functional / medical/legal terms, organisational policies, and procedures

Skills

• Pleasant and efficient telephone manner
• Professional approach when using email.
• Friendly and welcoming manner when receiving visitors at reception
• Calm and efficient when resolving issues.
• Able to provide and receive routine information requiring tact or persuasive skills, considering barriers to understanding e.g., anxious patients, cultural differences, language, or communication difficulties.
• Able to maintain spreadsheets and analyse and disseminate data.
• Entering patient data into computer

About us

Hertfordshire Partnership University NHS Foundation Trust (HPFT) is rated by the Care Quality Commission as an Outstanding provider of mental health and learning disability services. In 2021, we won the prestigious Health Service Journal award for Mental Health Trust of the Year, with the judges saying they were “blown away” by our people’s achievements and that everything they saw “sings and hums”. This year, our staff rated us the 4 th best mental health and learning disability trust to work for out of all 52 trusts in the country. Our staff tell us that they are proud to be part of the HPFT team, proud of the standard of care we provide and proud that service users are our top priority. Our people tell us they feel supported though a great development, wellbeing and work-life balance offer and a highly compassionate, values-driven culture. We are equally proud of our staff, who live our values of being welcoming, kind, positive, respectful and professional so that together we provide great care and great outcomes for our service users and carers.

If you would like to join a team to be proud of and you share our values and passion for great care and outcomes for our service users and carers, we would love to hear from you.

Additional Information

HPFT is committed to being an equal opportunities employer and in order to reflect the diversity of its population, positively encourages applications from all areas of the community. We aim to be a representative organisation with regards to age, disability, ethnicity, gender, beliefs and sexual orientation and are fully committed to equality, diversity and human rights and encourage applications from all sections of the community including users of mental health services.

The Trust is committed to helping staff balance work and home life and welcomes applications from candidates wishing to work part-time or under flexible working arrangements.

Infection Control

All our staff will need to comply with current Infection Prevention and Control measures which could include wearing a mask on all our Trust sites and in all roles

Employer certification / accreditation badges

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.

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