Team Secretary

Job Title: Team Secretary 

Location: Princess Anne Hospital. Coxford Road, Southampton, SO16 5YA 

Trust: Hampshire & Isle of Wight Healthcare NHS FT

Payrate: Band 3, £14.05 per hour

Shift Patterns: Monday - Friday 9:00am - 5:00pm (37.5 hours per week)

Duration: Start: ASAP End date: 3 months

Systems

Rio (mandatory)

UHS Systems – eCamis, CHARTS, eQuest, Symphony/Miya (mandatory – at least some)

Microsoft Packages (mandatory)

Insights (desirable but not mandatory) 

To ensure quality secretarial / administration service is provided to the team.

To type correspondence and relevant material as service needs demand from manuscript and audio.

To be responsible for dealing with telephone enquiries and taking messages.

To be responsible for coordination of meetings including taking minutes in MDTs, Best Interest Meetings/Professional Meetings. 

To deal with incoming and outgoing mail as required.

To complete filing and photocopying as required.

To be able to enter and retrieve information from spreadsheet databases. 

To take and process telephone enquiries and referrals from University Hospital Southampton NHS Foundation Trust (UHSFT) staff teams, General Practitioners, patients/clients, relatives, other hospitals and agencies.

To maintain accurate patient information and health records for patients referred to the team.

To update electronic patient record systems (including RiO, eDocs and eCaMIS) as required (training will be provided).

To ensure integrated records are kept in good order and undertake filing as required to achieve this.

To be responsible for the ordering of supplies for the team in accordance with SFI (Standing Financial Instructions).

To cover for other administrators or medical secretary in the team during absences.

To work a variable shift pattern of early (7am-3pm), Day (9am-5pm) and late (1pm-9-pm) across a 7-day rota including weekends and bank holidays

Administration

• To type correspondence using both copy typing and audio, including letters, minutes, and reports as indicated by the line manager.
• Be responsible for administration support to nominated individuals.
• To set up office systems and procedures to ensure that all documents can be retrieved easily.
• Organising meetings and taking Minutes as necessary, typing and distributing to those appropriate.
• To assist in the collection of data for the purpose of audit, research and service performance.
• To be able to enter and retrieve information from spreadsheet databases.
• To deal with incoming and outgoing mail as required.
• Support the clinical team as required in diary management, meeting management, report writing, administering personnel files and taking messages.
• Ensure that all typing and administrative duties are completed promptly and efficiently for the clinical team. This will include undertaking own secretarial duties as required.
• Assist with subject to access requests as directed.
• To support the clinical team in relation to IT equipment provision. This relates to ordering, retrieval on ending of contracts, ensuring an accurate record is kept.

Communication

• To ensure effective communication with service users, relatives and carers, visitors, staff and others.
• To ensure that all communication is within the boundaries of service user confidentiality and to seek guidance when unsure.
• Co-ordinates establish and maintain a comprehensive paper and electronic filing system across the clinical team to include:
• Electronic filing
• Diary management
• Computerised databases, with relevant levels of access/restrictions.
• Data confidentiality
• To document information in accordance with record keeping standards
• To ensure that any information related to service user or other personal safety is communicated immediately to senior team members.
• To ensure a comprehensive telephone service is provided to indicated staff, ensuring that messages are taken and given in a consistent and efficient manner.
• To use the highest level of interpersonal skills when dealing with sensitive or contentious information.
• To be responsible for the recording of all contacts with service users in the patient record whether primary (electronic) or secondary in line with the Trust’s record keeping policy.
• Create, develop and maintain professional supportive relationships with all members of staff
• To provide secretarial and administrative support to Consultant Psychiatrists, Team Leader, Service Manager and Practitioners.
• To organise appointments and co-ordinate medical team clinic diaries / schedules on a daily basis.

Who are NHS Professionals?

We specialise in putting people in place to care. Every year we help thousands of dedicated candidates and highly skilled NHS workers enjoy better career opportunities, access to more shifts and a healthier work-life balance, giving more choice and control to our members.

As an equal opportunities’ organisation, NHSP is committed to the equal treatment of all current and prospective Bank members and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender reassignment, or marriage and civil partnership. We believe there is a strong case for the Equality, Diversity and inclusion agenda and we strongly encourage suitably qualified applicants form a range of backgrounds to apply.

Apply Today

By joining us you can look forward to a choice of flexible Bank shifts across any of our client Trusts in England, as well as the ability to develop professionally and gain experience in several wards or areas.

Disclaimer

Please note, you will be contacted by email throughout the recruitment process, so please check your emails, including your junk/spam regularly. We regret we cannot contact everyone who is not selected for an interview, therefore if you do not hear from us within 21 days after submitting your application, please assume you have not been successful on this occasion.