Ward Secretary

1 month ago

Lincoln, United Kingdom Lincolnshire Partnership NHS Foundation Trust Full time

Job summary

The Vales have an exciting opportunity for a ward secretary to join their team.

The Vales provides high dependency rehabilitation to females who are detained under the mental health act for treatment of their mental illness and/or disorder.

The Vales provides interventions for patients with both mental health illnesses and personality disorders who are requiring psychological therapies, occupational therapy input, social care assessments and nursing support, who present with symptoms complex trauma.

As a ward secretary on the Vales you would be expected to support the nursing team in all admin duties, to work alongside the medical secretary in arranging CPA reviews, minute taking for meetings, ordering clinical and none clinical goods etc.

The successful candidate will be provided with a local induction on commencement of their role, which will include boundary training, knowledge around clinical processors and policies.

Main duties of the job

To undertake clerical / secretarial duties in support of clinical and non-clinical activity in the team, ensuring administrative support is available to all members of the clinical team as appropriate.

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 2,900 staff, and serving a population of over 768,400, 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. 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 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.

Whether you're taking the first exciting steps in your career, itching for a new challenge or searching for a better place to raise a family, Lincolnshire has arange of rewarding health and social care careers in a county that's friendly, fascinating, affordable and brimming with everything you need to live a happy life. Visit to find out more .

Job description

Job responsibilities

To provide a full and efficient secretarial service to the ward team including dealing with incoming mail, the provision of minute taking, preparation and distribution service and maintaining details of the teams whereabouts.

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 where required.

To ensure patient and staff confidentiality is maintained at all times adhering to Trust and national policy regarding same.

To manage own workload, seeking advice when required, performing routine office procedures including typing of reports, letters and other documents, opening and distributing correspondence, dealing with outgoing post, photocopying, filing and faxing in accordance with current trust procedures.

Using word processing skills, to provide a typing support to the team including reports, letters, memorandum, minutes, and rotas

To have a thorough working knowledge of electronic systems including e mail, SHARON, Clinical systems and Datix and to update these systems in a timely and accurate manner where required.

To ensure essential paperwork and policies within the team are kept up to date, informing staff of changes and new policies.

To prepare and process documentation in respect of the electronic ordering, receipting and payment of stationery and goods in accordance with Standing Financial Instructions.

To maintain healthcare records within the area of responsibility including the accurate scanning of documents and compilation of records for new patients, in accordance with the Trust Records Management Policy.

To recognise the need for flexibility and be willing to undertake extra duties as and when required that are commensurate with the grade and responsibilities of the post including providing cover for other admin staff within the service.

To ensure all work is undertaken in line with Trust and national policy.

To act as a receptionist to the team and on occasions to the building as and when necessary.

To ensure all referrals are taken form the SPA service throughout the day, and forwarding them on the the qualified staff to ensure timely action of these referrals.

To maintain, distribute and collate accurate information of referrals / waiting lists and other statistics to ensure optimum usage of facilities and assist the team co-ordinator in monitoring statistics thus ensuring statutory performance and contracting data is up to date.

To recognise the need for flexibility and be willing to undertake extra duties as and when required that are commensurate with the grade and responsibilities of the post including providing cover for other admin staff within the service, including those in other hubs, across the county.

Assist in the proper functioning, maintenance and fault reporting of central equipment used by the Team, photocopiers, fax machines, printers, computers etc.

Responsible for handling of petty cash, ensuring accurate receipts are kept.

Person Specification

Qualifications

Essential

NVQ Level 3 or equivalent Good standard of education Conversant with Microsoft Office, particularly Word/Excel/PowerPoint/electronic diary management etc Word processing/IT skills

Experience

Essential

Extensive amount of working in an administrative position

Desirable

Audio typing skills Knowledge of Trust database systems

Skills & Competences

Essential

Demonstrate good written and verbal communication skills Able to demonstrate organisational skills To be able to travel to participate in meetings and training in other parts of the county.

Desirable

Minute taking skills

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