Team Secretary

2 weeks ago

Gloucester, United Kingdom Gloucestershire Health and Care NHS Foundation Trust Full time

Job summary

This is an exciting opportunity to join the Supported Accommodation Service within GHC, to offer secretarial support and day to day administration.

The Supported Accommodation Service currently contracts approximately 100 placements with private providers for individuals with a mental health diagnosis. The team work with inpatient wards and community teams to process referrals and manage placements.

We are seeking a motivated, self-directed individual, with excellent communication skills to join the team.

As the Administrator, you will play a crucial role in supporting the day-to-day operations of our team. Your responsibilities will include managing administrative tasks such as scheduling appointments, maintaining client records, coordinating referrals, and handling inquiries from clients and partners via both the phone and email.

You will be the first point of contact for many clients, so excellent communication skills, empathy, and a non-judgmental attitude are essential. The ability to maintain confidentiality and handle sensitive information with care is also crucial in this role.

In addition, you will work closely with other team members and landlords/providers to ensure the smooth functioning of the services we provide. Your attention to detail, strong organisational skills, and proactive approach will be key to your success in this role.

Main duties of the job

As the team administrator within the Supported Accommodation Service you will play a crucial role in the day to day operations of our team.

Your responsibilities will include managing calls that come into the service including providing information where appropriate and taking accurate messages, taking minutes at meetings and ensuring these are recorded accurately and distributed in a timely manner, supporting the team manager and deputy manager to produce quarterly reports for commissioners, manage the referrals into the team and keep a record of how these are processed through the service.

The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.

About us

We have in excess of 5000 staff working over 50 sites, providing a diverse range of services. We strive to support an organisational culture that is welcoming, builds and celebrates inclusivity and diversity and provides a sense of belonging and trust.

The annual NHS Staff Survey gives our people the opportunity to tell us about their experience working at the Trust. For the 2023 survey just over 2800 colleagues gave us their views ( It was great to see from the results that colleagues are saying that:

believe they are making a positive difference to patients/service users; would recommend the organisation as a place to work; agree that care of patients and service users is the organisations priority; would be happy with the standard of care for a friend or relative

Our results put us as 5th nationally as a Community, Mental Health and Learning Disabilities NHS Employer of Choice and 1st equal amongst all NHS Provider Trusts in the South West. However, we know we have more to do and will continue to drive forward our commitment to making GHC a Great Place to Work.

Job description

Job responsibilities

Job Purpose

To work closely within a multi-disciplinary team to provide administration support in accordance with the requirements of the service as led by the Team Manager/Deputy Manager

To project the professional image of the business through demonstrating excellent customer care in all activities

To adopt a constantly flexible approach to ensure that all individual and team objectives are completed efficiently and within given timescales

To maintain confidentiality at all times

Key Responsibilities

Communicating effectively with a wide range of people including colleagues and members of the public, ensuring at all times that a professional approach is presented.

To use Microsoft Office packages to produce reports, spreadsheets, presentations, emails to a high quality standard.

To manage the referrals monitoring in line with the needs of commissioners and the team manager

Answering internal and external calls, mail and emails, transferring calls where necessary and taking messages ensuring these are actioned in a timely manner.

Effectively communicate with clients to include arranging and re-arranging appointments on behalf of team members as well as general enquiries from clinicians and clients.

Responding to enquiries in a professional and helpful manner.

Actively participating in team meetings and discussions with colleagues and manager to make constructive suggestions as to how services could be improved within own work area, and implementing such changes with guidance from line manager

To produce copy and/or audio or digital typing of correspondence, reports, presentations, and spreadsheets; ensuring all documents are accurate and produced to a high standard.

Actively support team meetings - co-ordinate, collate and ensure accurate and timely distribution of papers, as needed. Ensure that Minutes are accurate, well written and presented, and effectively distributed in a timely manner.

Efficiently use appropriate systems to collect, collate and report data and information in an accurate format (eg Microsoft Excel, Word, PowerPoint).

Produce, when requested, accurate data in line with the needs of quarterly reporting as required by commissioners.

Use an electronic booking system for room bookings as requested by the team across all trust sites.

To ensure that all communication is professionally presented, accurate, well-constructed and formatted in line with Trust guidelines.

To use own initiative in prioritising workload to ensure deadlines are met. When appropriate, to propose changes to working practices to maximise efficient/effectiveness of role.

To maintain a well-managed filing system, both paper and electronic, to ensure ease of access and retrieval, in line with Trust protocols.

To fully utilise and extract data from clinical systems used for patient care.

Ensure all confidential paperwork is filed or shredded promptly and securely

Carrying out general administrative tasks for the department to agreed standards and timescales, photocopying, sending out correspondence and documents, etc

To be flexible in travelling / working between all Trusts sites, as and when required

To undertake any other administrative duties as and when required

To act in ways that support equality and value diversity. Treat everyone with whom you come into contact, with dignity and respect & recognise and report behaviour that undermines equality and diversity

Work within guidance of the Trusts policies and procedures.

Person Specification

Qualifications

Essential

GCSE level grade C education or equivalent Good literacy and numeracy skills NVQ Level 2 in administration or equivalent experience

Desirable

NVQ Level 3 in administration or equivalent.

Experience

Essential

Proven experience of unsupervised administrative work in a busy office environment Experience of accurate Data Inputting and Retrieval Minute-taking

Desirable

Previous experience of working within mental health Experience in information analysis and provision of statistical reports

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