Team Secretary

Dimensions and Context of Role The post holder will work within the Liaison Psychiatry Team, which operates 7 days per week, who are experiencing acute mental health problems The post holder will undertake a role of team secretary within this developing service, which will include providing secretarial and administrative support to the liaison team and team manager. The post holder will support the team in all secretarial duties working across the week to provide continuity of information to this busy team, with an expectation of flexible working and ability to work without direct supervision and managing ones own workload. Key Tasks and Responsibilities of the Post 1. Communication and Relationship Skills a.
The post holder will liaise with patients, health professionals and other agencies as required. b. The post holder will have previous experience of using communication skills, be aware of issues of confidentiality and the ability to deal with difficult customers. c.
The post holder will ensure prompt updating of electronic record keeping system in relation to staff/patient activities and will input data into the computer system regarding referrals, episodes, contacts and discharges in line with existing policies. d. The post holder will co-ordinate staff activities and keep team diary up to date. e.
The post holder will have the ability to receive information and ensure it is passed on as appropriate. f. The post holder will have the ability to communicate clearly and effectively over the telephone within the boundaries of confidentiality. g.
The post holder will maintain accurate, timely electronic records and ensure that they are kept safely in accordance with LWSW polices, including the Data Protection Act (1998) and the LWSW Confidentiality Policy. h. The post holder will demonstrate a positive attitude to mental health, attending to patients with respect and courtesy. 2.
Knowledge, Training and Experience a. The post holder will be responsible for updating Knowledge and Skills, including LWSW mandatory training and adhere to policy and legislation relating to the team and the post. b. To support staff in keeping up to date records of all staff training, collate information and provide the training department with regular report.
3. Analytical and Judgement Skills a. Ability to deal with emergency telephone calls and act as appropriate with the support and supervision of qualified nursing/medical staff. 4.
Planning and Organisational Skills a. The post holder will have the ability to plan and prioritise their own workload on a day-to-day basis. b. The post holder will attend, minute and take part in multi-disciplinary team meetings c.
The post holder will have the ability to plan meetings and accommodation as required. d. The post holder will have the ability to liaise with other services to arrange appointments. e.
The Post holder will be responsible for keeping information and resources kept on notice boards up to date. 5. Physical Skills a. The post holder will have competent keyboard skills.
6.Responsibilities a. To take responsibility for the allocation of work and ensure it is completed within given timescales, working with the administration and clerical teams to ensure continuity of service. b. To train new admin and clerical staff members as required.
c. To ensure the provision of a quality administration service to all members of the multi disciplinary team, incorporating the production of letters, assessments, and client case notes and other service related documentation. d. To ensure local policies and procedures are adhered to as well as LWSW policies and procedures.
e. To assist in the projection, management and development of new admin and clerical systems and processes as and when required ensuring the service runs effectively. f. To provide general administrative and secretarial support to the Liaison Psychiatry Team, Team Manager and duty Medic/Consultant, including prompt updating of electronic record keeping system in relation to staff/patient activities and will input data into computer system regarding referrals, episodes, contacts and discharges in line with existing policies.
g. The post holder will be based at Derriford Hospital but might require traveling across locality h. The post holder will provide typing, filing, ordering stationary, arranging and contributing to meetings including taking minutes. i.
The post holder will be able to work flexible hours across 7 days a week 7. Responsibility for Policy and Service Development a. The post holder will comply with all appropriate National, LWSW and Liaison Psychiatry polices and protocols. These include Health and Safety, Fire Procedures and Confidentiality.
b. The post holder will provide support to the Team Managers keeping all policies up to date. 8. Responsibility for Human Resources a.
The post holder will behave in a manner that does not bring the Team or LWSW into disrepute. 9. Responsibility for Information Resourc