Team Secretary
Job Description
Job summary
We are looking for an experienced, organised and adaptable person to be based within the Clinical Associate in Psychology Masters programme team. You should be able to multi task, provide high quality administrative support (including minute-taking) and be an effective communicator with a variety of stakeholders.
You may be required to cover other administrative roles during times of leave/staff shortages.
Main duties of the job
Some of the main responsibilities and duties include, but are not limited to;
- Creating and maintaining student and stakeholder records
- Processing information, some of which may be confidential in nature
- Acknowledging, responding to and / or forwarding correspondence
- Scheduling, organising and minute taking various meetings
- Ordering team resources / goods
- Setting up and using spreadsheets, word-processing and using various Trust record keeping, rostering and procurement systems
- Organising meetings and events as directed, including booking venues, managing invitations and circulation of papers
About us
To learn more about working within our Services at EPUT, please view our recruitment videos, where members of the team share their experiences and insights into their roles and what it is like working within our Psychological Services, here at EPUT.
Please view our video link here: Psychological Services
EPUT are looking for motivated staff who shares our Trust values of Care, Learn and Empower. In return, EPUT can offer you a range of benefits and development including;
- Season Ticket Loans
- NHS discounts for staff
- Excellent Training facilities and opportunities
- Buying and Selling annual leave scheme
- The opportunity to work bank shifts and expand knowledge and experience in other areas
- Salary Sacrifice schemes including lease cars and Cycle to Work
- Day One Flexible Employer
The Trust supports and actively encourages flexible working for all employees. We offer many options and you are encouraged to ask the recruiting manager what is possible for this role. If appointed, you will have the opportunity to apply for a flexible working request from the first day of your employment.
Job responsibilities
We are a small friendly team delivering the Clinical Associate in Psychology (CAP) Level 7 Masters degree, validated by the University of Essex, to students across a wide geographical area.
We are seeking a highly motivated individual to provide a professional, efficient and effective service, who is organised, and able to manage multiple different tasks. The successful candidate will be responsible for effective record keeping and data management, and will be first point of contact for the programme, able to manage and signpost queries, communicating professionally at all times with a range of stakeholders, both verbally and in writing.
You would be responsible for general administration on the programme, including; responding to emails, processing messages appropriately, monitoring various trackers, writing minutes for internal and external meetings, preparing papers, reports and spreadsheets, updating systems, and ordering required goods and services.
The successful applicant will need to be competent on the Microsoft Office suite of programs, including excellent skills in setting up and using spreadsheets. Training will be provided on Trust systems, and the post holder will be required to acquire knowledge of academic record keeping systems in line with university requirements. The applicant will need an excellent command of written English to support minute taking in formal meetings.
ROLE SUMMARY
- Provide comprehensive secretarial and administrative support to the MSc CAP programme lead and programme team
- Ensure high quality administration is in place and maintained, accurately recording activity across team and Trust information systems
- Ensure the highest standards of communication across all stakeholders are maintained at all times
- Support delivery team and admin colleagues across services in Training and Partnerships as necessary
The main working days are Monday and Thursday, with one other day based on candidate preference. Flexible working arrangements will be considered. The post holder will be required to travel to the team base at St Margarets Hospital, Epping, although a good proportion of the role can be remotely, either at home or by working at other trust locations.
Person Specification
Education/Qualifications
Essential
- Good general education with Maths and English to GCSE standard or equivalent
- Excellent written and spoken English
- NVQ level 3 Business Administration and /or equivalent experience or qualification (e.g. RSA 3).
Desirable
- Recognised Medical Secretary Qualification/AMSPAR
Knowledge
Essential
- Advanced IT skills i.e. Word/Excel and PowerPoint and Outlook
- Knowledge of a full range of secretarial and administration procedures
- Experience of creating records and filing systems and database management
Desirable
- Knowledge of record keeping and systems used in higher and further education settings
- Familiarity with record keeping and administration processes associated with apprenticeships.
Skills/Experience
Essential
- Experience of dealing with confidential and sensitive information
- Previous experience of working in an administrative/secretarial environment
- Excellent interpersonal skills and telephone manner including liaison with outside agencies
- Demonstrate good numeracy and literacy skills
Desirable
- Previous experience of working in the NHS
- Previous experience of working in a further education or higher education setting
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
Essex Partnership University NHS Foundation Trust
Address
The Lodge
Wickford
SS11 7XX
United Kingdom
