Team Secretary
Job Description
Job summary
37.5 hours per week.
An exciting opportunity has arisen for a highly motivated and enthusiastic individual to join the Psychiatric Liaison Service, based at Derriford Hospital, employed by Livewell. This role is 37.5 hours per week, this will include some weekends. The post holder will be supporting highly skilled mental health consultants and clinicians. Our service operates 7 days a week, 24 hours a day.
Main duties of the job
The post holder will undertake a role of team secretary within this developing service. This will include providing secretarial and administrative support to the Liaison Team and leadership.
The post holder will provide a comprehensive team secretarial service to the team psychiatrists, largely made up of consultants. You will be flexible working and ability to work without direct supervision and managing ones own workload.
This role may not be eligible for sponsorship under the Skilled Worker route; please refer to the Direct Gov website for more information with regards to eligibility.
Please note that Livewell may close the job advertisement earlier than the specified deadline if a high number of applications are submitted. Therefore, we recommend you submit your application at the earliest opportunity.
All Livewell staff are expected to be able and willing to work across a 7- day service.
Job Share(s) Considered
The post holder will support the team in secretarial duties working across the week to provide continuity of information across the busy service.
About us
Livewell Southwest is an independent, award-winning social enterprise delivering integrated health and social care services across Plymouth, South Hams, and West Devon, with specialist services in parts of Devon and Cornwall. Our teams work in community hospitals, GP practices, sports centres, and health hubs.
As an organisation with a strong social conscience we are guided by our values,kindness, respect, inclusivity, ambition, responsibility, and collaboration. We focus on transforming services to ensure sustainability, while empowering staff and those we serve.
We involve the people we care for, along with their families and carers, in shaping the care they receive, striving to deliver the right care at the right time and place. Centering our work on individual needs helps people lead healthy, independent lives.
We prioritise employees' development, offering protected CPD time, training pathways, leadership programs, and funding for qualifications like the Care Certificate and Nurse Training Scholarships. Our induction and preceptorship programs ensure a smooth transition into our organisation.
Livewell Southwest values diversity and encourages applications from all sections of the community, including those with armed forces experience, lived experience of mental health, neuro-diverse conditions and learning disabilities. If you need assistance or reasonable adjustments during the application process, contact the Recruiting Manager listed in the job advert.
Job responsibilities
Directorate
Mental Health & Wellbeing Services
Job Description
Job Title:
Team Secretary
Pay Band
Agenda for Change Band 3
Base and Service
Liaison Psychiatry Team , Old Chief Executive Suite, Level 7, Derriford Hospital
Reports to (Line Manager):
Service Support Manager
Accountable to (Professionally/Managerially):
Service Support Manager
Dimensions and Context of Role
The post holder will work within the Liaison Psychiatry Team, which operates 7 days per week, who are experiencing acute mental health problems
The post holder will undertake a role of team secretary within this developing service, which will include providing secretarial and administrative support to the liaison team and team manager.
The post holder will support the team in all secretarial duties working across the week to provide continuity of information to this busy team , with an expectation of flexible working and ability to work without direct supervision and managing ones own workload.
Liaison Psychiatry Team Manager/ Practice Lead
Service Support Manager
Team Secretary (THIS POST)
Key Tasks and Responsibilities of the Post
1. Communication and Relationship Skills
a) The post holder will liaise with patients, health professionals and other agencies as required.
b) The post holder will have previous experience of using communication skills, be aware of issues of confidentiality and the ability to deal with difficult customers.
c) The post holder will ensure prompt updating of electronic record keeping system in relation to staff/patient activities and will input data into the computer system regarding referrals, episodes, contacts and discharges in line with existing policies.
d) The post holder will co-ordinate staff activities and keep team diary up to date.
e) The post holder will have the ability to receive information and ensure it is passed on as appropriate.
f) The post holder will have the ability to communicate clearly and effectively over the telephone within the boundaries of confidentiality.
g) The post holder will maintain accurate, timely electronic records and ensure that they are kept safely in accordance with LWSW polices, including the Data Protection Act (1998) and the LWSW Confidentiality Policy.
h) The post holder will demonstrate a positive attitude to mental health, attending to patients with respect and courtesy.
2. Knowledge, Training and Experience
a) The post holder will be responsible for updating Knowledge and Skills, including LWSW mandatory training and adhere to policy and legislation relating to the team and the post.
b) To support staff in keeping up to date records of all staff training, collate information and provide the training department with regular report.
3. Analytical and Judgement Skills
a) Ability to deal with emergency telephone calls and act as appropriate with the support and supervision of qualified nursing/medical staff.
4. Planning and Organisational Skills
a) The post holder will have the ability to plan and prioritise their own workload on a day-to-day basis.
b) The post holder will attend, minute and take part in multi-disciplinary team meetings
c) The post holder will have the ability to plan meetings and accommodation as required.
d) The post holder will have the ability to liaise with other services to arrange appointments.
e) The Post holder will be responsible for keeping information and resources kept on notice boards up to date.
Please see supporting information for full Job Description and Person Specification.
Person Specification
Experience
Essential
- Experience of secretarial/Personal Assistant role including:
- Diary Management
- Handling various telephone
- enquiries
- Receiving visitors
- Minute taking
- Experience of arranging
- meetings
- Experience of using and
- maintaining filing systems
- Experience of taking and transcribing formal minutes
- Experience of working in a multi-disciplinary team 2 years experience working in a secretarial capacity Questioning at interview
Desirable
- 2 years experience working in a secretarial capacity
Knowledge
Essential
- Knowledge of secretarial and administrative procedures and systems.
- Knowledge of Microsoft Word, Outlook, Excel, Publisher, PowerPoint
- Excellent IT skills
- Excellent communication skills dealing with patients, visitors and staff in an efficient and courteous manner over the telephone and in person
- Excellent written and verbal skills
- Ability to work on own initiative and with minimal supervision
- Ability to develop good working relationships with colleagues at all levels
Desirable
- Knowledge of Mental Health Services and wider NHS
- Adult Safeguarding
- Child Protection
- Knowledge of SystmOne
- Knowledge of specialist medical terms
- Understanding/experience of supporting people with Mental Health issues
Qualifications
Essential
- Educated to Vocational Level 3 ...
