Team Secretary

Job overview

We have an opportunity for experienced Team Secretaries to join us in the Specialist Mental Health Team for Older People in the Northwest of Hertfordshire, including Hemel Hempstead and St Albans areas, delivering high-quality admin support to the mental health care services.

As a team secretary, you will provide a comprehensive, professional, effective secretarial and administrative role focusing on the transcription of doctors' letters. This includes finding and updating information on the patient database (Paris), answering the telephone, taking notes, and updating/setting up systems for administration, records, and daily email management. The post holder will be required to work independently using their initiative and applying a high degree of confidentiality to all of their work. All staff should comply with the Trust's Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.

Please be aware that this role is not eligible for Sponsorship.

Main duties of the job

• Digital Dictation System) to transcribe doctors letters

• Responsibility for ensuring all correspondence is accurately and appropriately presented.
• E-mail management
• To be highly skilled and experienced in the full range of secretarial work practices and software programs.
• To use appropriate programs on a daily basis to create a variety of documents to meet the diverse needs of the team.
• To transcribe formal minutes of meetings and distribute and store/file as necessary.
• To be responsible for the accurate storage and retrieval of information according to the Data Protection Act 1984 and Freedom of Information Act 2000 and archiving where possible. Responsible for a number of databases and filing systems
• To use knowledge and experience to meet the needs of the service by completing tasks on a daily basis
• To update skills as necessary and attend mandatory training.

Detailed job description and main responsibilities

The Specialist Mental Health Team for Older People (SMHTOP) is a dynamic, fast-paced service.  We are looking for someone who can use their initiative and possess mature judgement.

You will be skilled at organising letters, making sure that we complete them and send them out according to statutory timescales.

You will be able to record meetings accurately and in a timely manner.

You will be able to work with clinicians and other clinical staff to make sure that paperwork is completed in accordance with guidelines.

You will be flexible as the post is continually developing to meet the service's ever-changing demands and needs.

For a more detailed Person and Job Description please read attached