Clinical Team Secretary

Provide an efficient secretarial/administration/reception support service

Produce high quality reports within agreed deadlines as required

To undertake office duties including diary management and message management, opening and distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents, typing and audio typing, photocopying, collating of documents and electronic filing as well as general administration support services. To deal with requests and enquiries and forward them to the relevant team member

Facilitate meetings including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking

To be able to work flexibly and provide cover which may include the requirement to travel to different sites

Booking courses, accommodation and travel requests as and when required

To manage, update and maintain diary schedules, ensuring that conflicting and amended appointments are actioned appropriately.

Responsible for ensuring that accurate work is completed within the time limits and standards set

To work effectively both independently and as a team member

Responsible for own Mandatory Training requirements

To ensure medical records are filed in line with Information Governance procedures

Resolve or signpost queries from patients, carers, internal departments and external agencies as appropriate

To ensure patient referrals are processed and to timely input, update, maintain information and resolve queries on the patient database.To ensure patients notes are pulled, requested and tracked in a timely manner in preparation for the clinics and ensureany follow-ups/appointments are actioned

Provide an efficient secretarial/administration/reception support service

Produce high quality reports within agreed deadlines as required

To undertake office duties including diary management and message management, opening and distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents, typing and audio typing, photocopying, collating of documents and electronic filing as well as general administration support services To deal with requests and enquiries and forward them to the relevant team member

Facilitate meetings/investigations/disciplinaries including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking

To be able to work flexibly and provide cover which may include the requirement to travel to different sites

To collect and maintain accurate team information with regards to training undertaken, Clinical Supervision and any other database

To monitor and order stock and non-stock items as required

To undertake any other duties that would be a reasonable expectation of the role

#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.

We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.

We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.

The health and wellbeing of our colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.

The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment

Essential: - Typing qualification or equivalent; - Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience

Desirable: - RSA 3 or Equivalent

Essential: - Minute taking experience; - Scheduling/ Diary Management; - Proficient use of Microsoft Office software; - Previous experience of working in an office environment; - Ability to work as an effective team member; - Maintain electronic records/information on computer

Desirable: - NHS experience; - Some audio-typing experience

Essential: - Ability to travel between venues; - Requirement to complete Mandatory Training

Essential: - Requirement for sitting in a restricted position for a substantial proportion of the working time

Essential: - Excellent interpersonal/communication skills; - Good numeracy and literacy skills; - Administrative skills

Essential: - All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust, Honesty, Respect, Compassion and Teamwork; - All colleagues are expected to demonstrate an understanding of, and commitment to, Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust's expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation