Care Home Liaison Team Secretary

The Care Home Liaison Team is seeking a highly motivated Secretary to provide outstanding administrative support to its multidisciplinary team. If you are a hard-working individual who prides yourself on excellent communication and administrative skills, then we would like to hear from you.

Must be an experienced Secretary with an NVQ or RSA Level 3 qualification, or who can demonstrate competency at Level 3. Experience of using SystmOne an advantage.

The Care Home Liaison Team is a small but very busy multidisciplinary team comprising of Community Psychiatric Nurses, an Occupational Therapist, a Support Worker and a Consultant Psychiatrist, providing a liaison service to more than 70 care homes across Kirklees. The team is committed to delivering a high standard of care to older adults living in care homes who have mental health needs.

All employees of the Trust are strongly encouraged to have their up-to-date flu vaccination to protect staff and patients.

Answering and directing incoming telephone calls, taking messages, and handling queries effectively.

Minute Taking

Processing letters, Treatment Advice Notes and emails.

Uploading documents to SystemOne.

Communication: Act as a first point of contact for internal and external enquiries, ensuring professional and sensitive communication with service users.

Administrative Support: Provide comprehensive secretarial service including, audio typing, minute-taking, diary management, and handling correspondence.

Record Management: Maintain accurate and confidential records using electronic patient record systems (e.g., SystmOne), ensuring compliance with data protection and information governance policies.

Team Collaboration: Work closely with various multidisciplinary teams, contributing to a supportive and efficient working environment.

At the time of advertising, this role does not meet the minimum requirements (salary threshold or occupational requirements) set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, unfortunately we are unable to sponsor anyone on a visa for this role at this moment in time.

We are happy to accept applications from candidates who can prove their right to work in the UK or via alternative visa routes. Such applications will be considered alongside all other applications.

We are a specialist NHS Foundation Trust that provides community, mental health and learning disability services for the people of Barnsley, Calderdale, Kirklees and Wakefield. We also provide low and medium secure services and are the lead for the west Yorkshire secure provider collaborative.

Our mission is to help people reach their potential and live well in their communities, we do this by providing high-quality care in the right place at the right time. We employ staff in both clinical and non-clinical services who work hard to make a difference to the lives of service users, families and carers.

We encourage and welcome applications from all protected characteristic groups, we value diversity and want our workforce to be reflective of our communities.

Being a foundation Trust means were accountable to our members, who can have a say in how were run. Around 14,300 local people (including staff) are members of our Trust.

Join us and you will be one of over 4,500 staff committed to supporting and improving the mental, physical and social needs of the thousands of people we meet and help each year.

We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all colleagues and volunteers to share this commitment.

We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.

Service user contact referred to in this Job description will only apply when working within a clinical area.

Under the supervison / direction of the Line Manager / Administrative Supervisor, within a delegated framework for agreed tasks and seeking support as and when necessary, provide a comprehensive, confidential, Secreterial / Administrative service to clinical/support services, in an efficient and confidential manner.

Provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.

Demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.

May work within clinical environments where conflict resolution may be required.

Act as principal point of contact for users of the service eg,individuals from within/outside the Trust, service users and members of the public etc.

Work flexibly to meet the needs of the service.

Develop and maintain good working relationships by being, flexible, adaptable, polite, positive and empathetic, communicating effectively and informatively.

Work with sensitivity and have a good understanding of the service provision and issues experienced by its users.

Prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of postholders level of competency or authority to the Line Manager.

Work within well-established departmental/Trust policies, procedures, protocols, guidelines and established service delivery plans at all times.

Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to others user communication difficulties.

Ensure the service experienced is positive and service user confidentiality is maintained at all times. Treat users of the service, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values.

For full job description, please see attached supporting documents.

We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. Over reliance on AI-generated content in application forms is strongly discouraged and we will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form.

Service user contact referred to in this Job description will only apply when working within a clinical area.

Under the supervison / direction of the Line Manager / Administrative Supervisor, within a delegated framework for agreed tasks and seeking support as and when necessary, provide a comprehensive, confidential, Secreterial / Administrative service to clinical/support services, in an efficient and confidential manner.

Provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.

Demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.

May work within clinical environments where conflict resolution may be required.

Act as principal point of contact for users of the service eg,individuals from within/outside the Trust, service users and members of the public etc.

Work flexibly to meet the needs of the service.

Develop and maintain good working relationships by being, flexible, adaptable, polite, positive and empathetic, communicating effectively and informatively.

Work with sensitivity and have a good understanding of the service provision and issues experienced by its users.

Prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of postholders level of competency or authority to the Line Manager.

Work within well-established departmental/Trust policies, procedures, protocols, guidelines and established service delivery plans at all times.

Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to others user communication difficulties.

Ensure the service experienced is positive and service user confidentiality is maintained at all times. Treat users of the service, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values.

For full job description, please see attached supporting documents.

We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. Over reliance on AI-generated content in application forms is strongly discouraged and we will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form.

• Must be appropriate to the role:
• NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).
• Or, be able to demonstrate competency at level 3.
• Willingness to undertake further study/development.

Special Knowledge & Skills

• Good written communication skills, with the ability to deal with and prepare routine written correspondence.
• Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
• In decision-making and prioritisation.
• Knowledge of Data Protection Act.
• Customer care skills.
• Good interpersonal skills.
• Diversity/Cultural understanding.
• Resilience to pressure and exposure to emotional, distressing situations.
• Non-judgemental, empathetic manner.
• Able to use observation skills to identify potential risks and act appropriately.
• Demonstrates Trust Values.
• Able to fulfil the requirements of the Trusts value based induction.
• Knowledge of information governance.
• Problem solving skills.

Training

• Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
• Must be willing/able to undergo job development and training and maintain skills.

Physical Attributes

• A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
• Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).

Personal Attributes

• Ability to be flexible to meet the demands of the post.
• Responsive attitude and approach.
• Dress appropriately for the environment.
• Ability to travel around the Trust as appropriate to role.

• Recent Secretarial/administrative experience.
• Copy /audio typing if applicable to role.
• Note/minute taking.
• In using email, maintaining and updating paper and electronic diaries, arranging meetings.
• In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc.
• In working as an effective team member with minimum supervision.
• In working in a busy environment with competing demands.
• Understanding of the need to maintain strict confidentiality.
• In using a degree of initiative.
• In organising and prioritising own tasks in order to mee