Clinical Team Secretary

Detailed job description and main responsibilities

The post holder will be responsible for providing secretarial support within the psychological therapies service. You will also be involved with providing support and ensuring the best patient experience throughout the pathway journey. They will do this by the timely and accurate provision of all communication and administrative duties. You will be expected to be involved in, and contribute/minute take to, team meetings, for example, business and MDT clinical meetings to offer administrative support. The post holder will also take calls directly from patients, GPs, and other outside services.

Excellent communication skills are essential within this role. This will involve daily contact with patients and exchange of confidential, sensitive information between staff, patients, carers, and internal/external agencies, using tact, diplomacy, and respect in a form that is appropriate to them and the situation, and constructively manages barriers to effect communication.

Maintain a position of integrity at all times whilst appreciating the need for a high level of confidentiality when dealing with patient/carer information and issues appertaining to this post, in line with Caldicott principles, the Data Protection Act, and any new legislation arising in the future. Communicating in a manner and keeping accurate and complete records that are consistent with relevant legislation, policies, and procedures.

Minimum Requirements

Typing/Word processing qualification to RSA/OCR III standard or equivalent level of experience.

Experience of audio-typing.

Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience.

Be proficient in the use of IT systems including Microsoft Office - Excel, Outlook, Word, Database & internal systems including Patient and staff Information systems.

Good general education including English Language and Maths to GCSE or equivalent.

Accurate minute taking skills.

Ability to meet deadlines.

Ability to work on own initiative.

Excellent organisational skills.

Team player.

Understanding of data protection and maintaining strict confidentiality.

Excellent communication skills.

Experience of working in a customer-facing role.

Experience of working in a busy environment.

Person specification

Qualifications

Essential criteria

• Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience.
• Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience.

Desirable criteria

• ECDL.
• Medical Terminology.
• Audio Typing.

Training

Desirable criteria

• Minute taking.
• Microsoft Office Packages.

Experience

Essential criteria

• Scheduling/ Diary Management.
• Minute Taking.
• Experience of working in a customer-facing role.
• High Level Microsoft Office software.
• Previous experience of working in an office environment.
• Ability to work as an effective team member.

Desirable criteria

• Experience of working within the NHS.
• Knowledge of Patient Information Systems.

Knowledge

Essential criteria

• Knowledge of Confidentiality and Data Protection.

Skills

Essential criteria

• Excellent interpersonal/communication skills, including excellent written and oral skills.
• Excellent telephone manner.
• Planning and Organisational Skills.

Values and Behaviours

Essential criteria

• All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust, Honesty, Respect, Compassion, Teamwork.
• All staff should be able to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion as identified within the Trust's Equality and Diversity Policy and associated Equality, Diversity and Human Rights legislation.

Additional Information

• We reserve the right to close the post early once we have received a sufficient number of applicants.
• The Trust believes in treating everyone with dignity and respect and encourages applications from all sectors of the community. We guarantee an interview to candidates with disabilities who meet the minimum essential criteria.
• In submitting an application form, you authorise Nottinghamshire Healthcare NHS Foundation Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you. This data will be transferred using NHS Electronic Staff Record and third party systems via an automated process and only used for the purposes of obtaining and maintaining accurate employment records, should you be appointed to the post. Should you require any further information please refer our Privacy Policy shown on the Trust website.
• For eligible posts, DBS disclosures are mandatory before commencement of employment. If you are in a position that is deemed a regulated adult and/or child care role, you will not be able to start your employment until we have received a satisfactory DBS Disclosure. The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. Convictions which would otherwise be considered as 'spent' will also be checked as part of an Enhanced DBS Disclosure.