Exciting opportunity for a Team Secretary, to provide a comprehensive secretarial service to the Assessment & Treatment Service (ATS), based in Chichester.
Team Secretary
Main area Western Assessment & Treatment Service
Grade NHS AfC: Band 3
Contract Permanent
Hours Full time - 37.5 hours per week
Location Chichester
Salary £20,330 - £21,777 per annum
Job overview
Applications are invited for a permanent Band 3 Team Secretary. The post holder will provide a comprehensive secretarial service to the Assessment & Treatment Service (ATS), based in Chichester. You will work as part of a multidisciplinary team ensuring an efficient and confidential service.
Evidence of a good general education is required, together with excellent organisational and IT skills. Flexibility, the ability to work on your own initiative and effective communication skills are all essential, as is a commitment to caring for patients in the community.
You will require:
- GCSE standard or equivalent in Maths and English
- RSA III/OCR equivalent
- Previous secretarial/administration experience
- Knowledge of software programmes/IT systems, ideally Microsoft Office including Word and Outlook
In return we can offer:
- Comprehensive induction package
- Supportive working environment
- Educational/training opportunities
Main duties of the job
To provide secretarial/administrative support to medical and clinical staff, involving typing of clinic letters, diary management, taking and making telephone calls to and from service users, carers, GPs, staff.
Working for our organisation
The successful candidate will be given an induction programme and will be supported by the service to assist integration into the team and work environment.
All our staff are given opportunities to develop and grow as professionals in the organisation. We provide regular supervision, a supportive working environment and access to training opportunities to assist you to realise your potential.
Our Trust offers the following;
- Excellent starting salary
- NHS Pension contributions
- 27 days holiday allowance plus bank holidays
- Flexible working patterns
- Child care vouchers
- NHS discounts
- Employee Assistance Programme
- Car parking reimbursement
We encourage flexible working. We know that a positive work/ life balance brings about huge health-related benefits, which has a positive impact on the care we provide. Please speak to us about flexible working, for example, home-working, part time hours, flexible start/ finish times or anything else. If it works for you and works for the role, we'll do our best to make it happen.
Detailed job description and main responsibilities
- To provide comprehensive and efficient secretarial support to the team; handling all aspects of correspondence, including processing referrals and dealing with telephone enquiries.
- Liaise with other directorates and staff at all levels, both internally and externally.
- To produce from audio and handwritten notes, word processed letters and reports to a high standard of presentation and accuracy using appropriate Trust templates, in line with Trust guidelines.
- To be responsible for managing the diaries of the team and prioritising competing needs. To be responsible for preparation of non-routine papers.
- Ensure that all information is handled in a confidential manner, in line with the relevant policies.
- To organise transport, interpreters and other services for service users as and when necessary.
- To provide reception services, receiving visitors on behalf of the department, dealing sensitively with people, in person and on the telephone, taking accurate messages and providing follow up action as required, using appropriate initiative.
- To accurately record messages and information from any callers and to initiate appropriate procedures, maintaining effective channels of communication.
- To liaise with external agencies.
- To undertake photocopying, scanning, printing and dealing with post as required.
- To assist in room allocation and re-ordering stationery.
- To ensure compliance with departmental policies and procedures with regard to the security of the building.
- To assist in the induction and training of new staff.
- To provide cover for other secretarial and administrative staff.
- To participate in the Trust’s supervision and appraisal system.
See Job Description for more detail.
Person specification
Qualifications
Essential criteria
- NVQ 3 or equivalent
- RSA 3 or equivalent experience and evidence of further practical experience or equivalent
- Good standard of secondary education; GCSE at Grade C or above or equivalent
Knowledge/Experience
Essential criteria
- Proven experience of a range of secretarial procedures
- Experience of producing documents to a high standard of presentation with good accuracy
- Experience of maintaining office systems
- Experience of working as part of a team
