Team Secretary

4 weeks ago

Southampton, United Kingdom Hampshire And Isle Of Wight Healthcare Nhs Foundation Trust Full time

Job summary An exciting opportunity has arisen within Hampshire and Isle of Wight Healthcare NHS Foundation Trust to appoint an efficient and motivated Administrator within the South Area -- East (Adult) Community Mental Health Team.
This post involves working in an office setting.Your main responsibility will be to provide quality administrative services to the East (Adult) Community Mental Health Team including answering the phone to vulnerable Service Users, working efficiently with current systems and processes and ensuring security and accessibility of relevant information and documentation and to help underpin the smooth running of the office.With a positive approach to customer care you will need to be able to demonstrate excellent organisational, IT, administration and secretarial skills.
Together with strong communication skills you will also have excellent attention to detail and a good working knowledge of Microsoft Office.
You will be approachable and welcoming to clients in all settings.
You will work under the direction of the Administration Manager and Administration Supervisor, but will be capable of using your own initiative.
You will be required to adopt a flexible approach and must enjoy working as part of a skill mixed team.
Main duties of the job *To provide a comprehensive secretarial/administration service to the team, maintaining confidentiality at all times, and dealing sensitively with contentious and complex information.
*To receive incoming telephone calls, taking messages/action as appropriate including making follow up calls as appropriate.
*To maintain established admin systems, including regular input into the electronic systems (for which training will be given).
*To provide admin support to the management team in respect of staff sickness reporting, annual leave, etc., via the e-rostering system (for which training will be given).
*To undertake any additional projects for the team as identified by the Admin Manager.KEY RELATIONSHIPS & COMMUNICATION*Daily communication with service users, their families and carers.
*Communication with a range of healthcare professionals regarding service users and their care.
*Establish good working relationships with colleagues, the wider multi-disciplinary team and the service managers.STAFFING / PERSONAL DEVELOPMENT*To participate in support and supervision, appraisal and performance development.
*To ensure attendance at all Trust essential training.
*To work towards achieving the competencies outlined within the role.
*To participate in the orientation and induction of new staff and to contribute to the experience of learners.
About us Hampshire and Isle of Wight Healthcare NHS Foundation Trust is a newly established organisation, bringing together expertise from across mental health, learning disabilities, community, and physical health services.
We are dedicated to delivering compassionate, high-quality, and accessible care to the diverse communities of Hampshire and the Isle of Wight.With over 13,000 dedicated staff working across more than 300 sites, we place patients and staff at the centre of everything we do.
Our goal is to create an integrated healthcare system that improves accessibility and ensures more consistent care for patients.
By working together, we aim to improve patient outcomes, drive innovation, and meet the unique needs of the populations we serve.Our Trust unites services from Southern Health, Solent NHS Trust, Isle of Wight NHS Trusts community and mental health teams, as well as Hampshire CAMHS, originally part of Sussex Partnership NHS Foundation Trust.
This transformation enables us to deliver more seamless care across the region, ensuring that patients receive the right support, in the right place, at the right time.Join us as we embark on this exciting journey to shape the future of healthcare across Hampshire and the Isle of Wight.
We are deeply committed to our CARE values of compassion, accountability, respect, and excellence, and offer outstanding opportunities for career development, training, and collaborative working.
Job description Job responsibilities Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.
It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert.
The Trust will seek to resolve this issue wherever possible.We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
Person Specification Qualifications Essential To be educated to GCSE level or equivalent in Maths and English.
Minimum -- Stage 2 RSA or equivalent.
Working knowledge of Microsoft Office.
Desirable RSA Stage 2 Audio Typing and relevant experience.
Advanced keyboard and touch-typing skills.
To be able to assist the broader team in IT systems.
Experience Essential Experience of working with the public.
The ability to deal appropriately and effectively with difficult situations, aggressive behaviour/language both on the phone and face to face.
The ability to organise and prioritise workload.
Desirable Experience of working in a similar role in a Health/Social Care setting.
Working knowledge of NHS systems.
Additional Criteria Essential Patient and Person Centred Ability to liaise with service users, professionals and the public.
Positive approach/attitude to mental health services and service users.
Valuing Achievement Ability to deal with varying demands with professionalism, tact and diplomacy.
Value through innovation Ability to promote and develop new ideas / opportunities for innovation and share these with staff as appropriate/relevant.
Forging Relationships To work as a team player to ensure your support to the overall delivery of the service.

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