Clinical Team Secretary

5 months ago

Nottingham, United Kingdom Nottinghamshire Healthcare NHS Foundation Trust Full time

The Nottingham Psychotherapy Unit is part of the Psychological Therapies Service, with several teams across Nottinghamshire. We work with people experiencing issues such as severe anxiety, depression, post-traumatic stress disorder, obsessive-compulsive disorder, complex trauma etc, in a number of different ways.

To work as part of a small administrative team. Provide cover in the absence of colleagues and where service demands, this may include cover at other sites.

To undertake office duties including diary management and message management, opening and distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, typing of documents, clinical letters and appointments. Photocopying, collating of documents and electronic filing as well as general administration support services.

TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons

We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.

We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.

The health and wellbeing of our colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.

The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment

To carry out all aspects of secretarial/administrative and reception support.

Produce high quality reports within agreed deadlines, as required.

To undertake office duties including diary management and message management, opening & distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents and electronic filing, as well as general administration support services. To deal with requests and enquiries and forward them to the relevant team member.

Maintain and update waiting lists on Trust database.

Facilitate meetings/investigations/disciplinaries including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking.

To be able to work flexibly and provide cover which may include the requirements to travel to different sites.

To collect and maintain accurate team information with regards to training undertaken and any other database.

To monitor and order stock and non-stock items, as required.

Booking courses, accommodation and travel requests, as and when required.

To manage, update and maintain diary schedules, ensuring that conflicting and amended appointments are actioned appropriately.

Responsible for ensuring that accurate work is completed within the time limits and standards set.

To work effectively both independently and as a team member.

Responsible for own Mandatory Training requirements.

To ensure medical records are filed in line with Information Governance procedures.

Resolve or signpost queries from patients, carers, internal departments and external agencies as appropriate.

To ensure patient referrals are processed and to timely input, update, maintain information and resolve queries on the patient database.

To ensure patient's notes are pulled, requested and tracked in a timely manner in preparation for the clinics and ensure any follow-ups/appointments are actioned.

To undertake any other duties that would be a reasonable expectation of the role.

Please note that this post does not meet the pay level required for a Skilled worker visa.

Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.

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