Employer Nottinghamshire Healthcare NHS Foundation Trust
Employer type NHS
Site Marlow House
Town Nottingham
Salary £24,071 - £25,674 per annum (pro rata for part time)
Salary period Yearly
Closing 11/02/2025 23:59
Clinical Team Secretary
Band 3
Job overview
To work as part of a team providing secretarial, clerical and administrative support to the City North Local Mental Health Team. You will be responsible for supporting consultants and junior doctors in all administrative aspects and having daily interactions with our patients. Responsibilities are wide-ranging and varied. You'll deal with enquiries from other services and GP’s as well as from existing patients and those waiting to be assessed by our service. You will respond to incoming/outgoing calls, organising appointments, responding to email enquiries, processing patient prescriptions and supporting the multi-disciplinary team of clinicians. Please note that this post does not meet the pay level required for a Skilled worker visa. Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa. Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here
https://www.gov.uk/skilled-worker-visa . Main duties of the job
Provide an efficient secretarial/administration/reception support service. Produce high quality reports within agreed deadlines, as required. Undertake office duties including diary management, 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. Facilitate meetings including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking. Work flexibly and provide cover which may include the requirement to travel to different sites. Process patient referrals, produce clinical correspondence, respond to patient and third party email and phone enquiries. Monitor and order stock and non-stock items, as required. Manage, update and maintain diary schedules, ensuring that conflicting and amended appointments are actioned appropriately. A full UK driving licence and vehicle for business use is required for this post; however reasonable adjustments will be made for disabled individuals in line with the Equality Act 2010. Working for our organisation
#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. 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. 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. Detailed job description and main responsibilities
The post holder will be working within the Adult Mental Health team. The post holder will be involved in team meetings including business, referral and admin meetings to offer an admin support function. The post holder will support with the teams performance data ensuring Trust standard targets are met. Excellent communication skills are essential within this role. This will involve daily contact with patients and exchange of confidential, sensitive information between staff, patients, carers and internal/external agencies, using tact, diplomacy and respect in a form that is appropriate to them and the situation. Maintain a position of integrity at all times whilst appreciating the need for a high level of confidentiality when dealing with patient/carer information and issues pertaining to this post, in line with Caldicott principles, the Data Protection Act and any new legislation arising in the future. Person specification
Qualifications
Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience ECDL Medical Terminology Training
Minute taking Microsoft Office Packages Experience
Scheduling/ Diary Management Minute Taking Experience of working in a customer-facing role High Level Microsoft Office software Previous experience of working in an office environment Ability to work as an effective team member Experience of working within the NHS Knowledge of Patient Information Systems Knowledge
Knowledge of Confidentiality and Data Protection Skills
Excellent interpersonal/communication skills, including excellent written and oral skills. Excellent telephone manner Planning and Organisational Skills Values and Behaviours
All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust, Honesty, Respect, Compassion, Teamwork. All staff should be able to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion as identified within the Trust’s Equality and Diversity Policy. Contractual Requirements
A full UK driving licence and vehicle for business use is required for this post; however reasonable adjustments will be made for disabled individuals in line with the Equality Act 2010. Additional Information The closing date given is a guide. We reserve the right to close the post early once we have received a sufficient number of applicants, so we advise you to submit your application early to prevent disappointment. We will be requesting references by email. Please ensure you include email addresses and contact numbers for your referees to avoid delay in the recruitment process. The Trust believes in treating everyone with dignity and respect and encourages applications from all sectors of the community. We guarantee an interview to candidates with disabilities who meet the minimum essential criteria. Communication regarding your application will be sent via email therefore, please ensure you regularly check your spam/junk folder.
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Band 3
Job overview
To work as part of a team providing secretarial, clerical and administrative support to the City North Local Mental Health Team. You will be responsible for supporting consultants and junior doctors in all administrative aspects and having daily interactions with our patients. Responsibilities are wide-ranging and varied. You'll deal with enquiries from other services and GP’s as well as from existing patients and those waiting to be assessed by our service. You will respond to incoming/outgoing calls, organising appointments, responding to email enquiries, processing patient prescriptions and supporting the multi-disciplinary team of clinicians. Please note that this post does not meet the pay level required for a Skilled worker visa. Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa. Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here
https://www.gov.uk/skilled-worker-visa . Main duties of the job
Provide an efficient secretarial/administration/reception support service. Produce high quality reports within agreed deadlines, as required. Undertake office duties including diary management, 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. Facilitate meetings including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking. Work flexibly and provide cover which may include the requirement to travel to different sites. Process patient referrals, produce clinical correspondence, respond to patient and third party email and phone enquiries. Monitor and order stock and non-stock items, as required. Manage, update and maintain diary schedules, ensuring that conflicting and amended appointments are actioned appropriately. A full UK driving licence and vehicle for business use is required for this post; however reasonable adjustments will be made for disabled individuals in line with the Equality Act 2010. Working for our organisation
#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. 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. 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. Detailed job description and main responsibilities
The post holder will be working within the Adult Mental Health team. The post holder will be involved in team meetings including business, referral and admin meetings to offer an admin support function. The post holder will support with the teams performance data ensuring Trust standard targets are met. Excellent communication skills are essential within this role. This will involve daily contact with patients and exchange of confidential, sensitive information between staff, patients, carers and internal/external agencies, using tact, diplomacy and respect in a form that is appropriate to them and the situation. Maintain a position of integrity at all times whilst appreciating the need for a high level of confidentiality when dealing with patient/carer information and issues pertaining to this post, in line with Caldicott principles, the Data Protection Act and any new legislation arising in the future. Person specification
Qualifications
Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience ECDL Medical Terminology Training
Minute taking Microsoft Office Packages Experience
Scheduling/ Diary Management Minute Taking Experience of working in a customer-facing role High Level Microsoft Office software Previous experience of working in an office environment Ability to work as an effective team member Experience of working within the NHS Knowledge of Patient Information Systems Knowledge
Knowledge of Confidentiality and Data Protection Skills
Excellent interpersonal/communication skills, including excellent written and oral skills. Excellent telephone manner Planning and Organisational Skills Values and Behaviours
All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust, Honesty, Respect, Compassion, Teamwork. All staff should be able to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion as identified within the Trust’s Equality and Diversity Policy. Contractual Requirements
A full UK driving licence and vehicle for business use is required for this post; however reasonable adjustments will be made for disabled individuals in line with the Equality Act 2010. Additional Information The closing date given is a guide. We reserve the right to close the post early once we have received a sufficient number of applicants, so we advise you to submit your application early to prevent disappointment. We will be requesting references by email. Please ensure you include email addresses and contact numbers for your referees to avoid delay in the recruitment process. The Trust believes in treating everyone with dignity and respect and encourages applications from all sectors of the community. We guarantee an interview to candidates with disabilities who meet the minimum essential criteria. Communication regarding your application will be sent via email therefore, please ensure you regularly check your spam/junk folder.
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