Support Services Secretary

Job overview

The successful candidate should be an experienced secretary / PA who will work for the Respite Team within the Learning Disability Service, based at St Mary's hospital, Armley, which is just outside of Leeds City Centre.  The role is primarily focused around providing an efficient and effective secretarial service to a multi-disciplinary team under the direction of the Support Service Team Co-ordinator and assisting with incoming calls, greeting visitors, typing, coordination of meetings, PA work and taking minutes.  This post will be extremely varied and challenging at times but is an excellent opportunity for an enthusiastic, well organised and conscientious person.

The work is part-time and shared across 2 respite units for people with a learning disability and either complex multiple impairments or challenging behaviours. There will be liaison with service users as well as the staff team so some understanding of the needs of service users would be beneficial.

Main duties of the job

• Answering phone calls and giving non-clinical information to service users, carers, peers and third parties •    Arranging meetings, taking minutes and supporting the chair with all aspect for admin duties including agenda preparation •    Arranging transport for admissions and discharges •    Stores ordering •    Preparing documentation for arranged respite admissions and discharges •    Coordination of information  •    Organising staff supervision and appraisal meetings •    Updating Mental Health Minimum Data information  •    Keeping records updated  •    Organisation of patient records, filing, photocopying, scanning •    Preparing three monthly carers newsletter •    Supporting the Clinical Team Manager with staff and processes

Detailed job description and main responsibilities

The job holder will need to liaise effectively with service users, carers, visitors and both internal and external agencies  •    The job holder will demonstrate the ability to build up good networks for advice and direction

• The job holder will have daily telephone and face to face contact with service users and regular contact with other departments within the Trust and with other agencies •    The job holder will take accurate messages for staff •    Effective working relationships will be developed with the Support Service Team Co-ordinator and the Support Service team •    The job holder will be expected to deal appropriately with highly confidential and sensitive material on a regular basis in accordance with the Trust’s Information Governance Policy •    The job holder will be required to meet NHS Standards for Confidentiality and Information Sharing •    The job holder will provide support that will ensure good working relationships and a positive attitude amongst their colleagues and peers •    To undertake secretarial and administrative support to clinical staff •    Liaising with internal departments / managers and external partner organisations on behalf of the clinical team •    To liaise effectively with the Support Service Team Co-ordinators and attend monthly meetings, gaining support and keeping up to date with new systems and procedures •    To maintain excellent processes of communication within the clinical members of team •    Dealing with and prioritising phone calls and workloads requiring urgent advice / action •    To deal with telephone and personal enquiries from members of the public, GPs and other health professionals. Provide non clinical information and advice to service users / carers within the boundaries of the role •    Liaise with various departments, including Social Services, GPs, Consultants and other hospitals to ensure a good flow of communication •    The job holder will be expected to have a positive attitude towards colleagues and towards best practice •    Knowledge of general office duties (electronic and manual filing systems, photocopying etc.) •    Good working knowledge of Microsoft Office •    Secretarial experience at NVQ level 2 or equivalent. •    Knowledge of a variety of software packages •    Working knowledge of electronic diary management •    Understands the responsibilities of working with confidential information. •    Knowledge of medical (psychiatric) terminology (desirable) •    Knowledge of Mental Health Services (desirable)

The successful applicant will also have previous secretarial experience with excellent communication skills.   The candidate must be able to: •    Prioritise own workload and work on own initiative.   •    Possess good problem solving skills •    Have the ability to work within strict time frames, •    An awareness of service user / staff confidentiality and data protection

• High standard of written / verbal and analytical communication skills.  •    An advanced knowledge of word and excel is essential.  Knowledge of BigHand translation system is desirable.

This post will include regular telephone and face to face contact with service users, a variety of staff at different levels, regular contact with other departments within the Trust and with other agencies.

An element of flexibility will be required by the successful applicant with regards to work base and hours, allowing provision of cover for colleagues in different areas when required.

As part of the interview process a visit to the units will be facilitated.