Support Services Secretary
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Job overview
An exciting opportunity has arisen, as we are looking for an enthusiastic candidate to provide secretarial and administrative services for the Single Point of Access (SPA)/Switchboard Service. This is a full time post working over three or four days per week, Monday-Friday.The successful applicant will need to be highly motivated, positive, and able to work under pressure, often managing varying admin tasks. There is an expectation that they will be able to work as part of a team and individually using their own initiative.
The post is based around operating the Trust's Switchboard and completing referrals to Mental Health Services within the Trust. You will be expected to support the day-to-day functioning of the service, as described in the Main Duties section of this advertisement.
PREVIOUS APPLICANTS NEED NOT APPLY.
THIS VACANCY MAY CLOSE EARLY SHOULD SUFFICIENT APPLICATIONS BE RECEIVED.
Main duties of the job
The main duties of the role are:
- Providing a comprehensive telephone service, communicating with staff, service users, professionals and members of the public.
- Completing referrals to mental health services across the Trust.
- Providing out of hours administrative support for clinical teams, for example, by allocating shifts to bank staff.
- Secretarial support including the minuting of team meetings, audio-typing and supporting with general administrative tasks.
Working for our organisation
The Leeds and York Partnership NHS Foundation Trust (LYPFT) is the main provider of Mental Health and Learning Disability services in Leeds. We also provide specialist inpatient services in York and some highly specialised services across the country.As a teaching trust with strong links to local universities, we are a centre of excellence for teaching, research and development.
There are many benefits of working for LYPFT including fantastic employee wellbeing support, 27 - 33 days annual leave, flexible working and remote working arrangements, the NHS Pension Scheme, coaching, support and opportunities for career development and training and education support alongside a range of exclusive discounts and payment schemes including for cars, extra leave days and more NHS Discount Offers.
We also have an incredible bank department, offering variety of roles in nursing, allied health professions, healthcare support worker and administration clerical. Permanent employees are automatically added to bank.
Applicants should be aware that for any individual who requires a visa to work in the UK, the Trust provides sponsorship for registered healthcare practitioner roles only (this does not include Healthcare Support Workers). This is an essential requirement of the role, and the Trust is unable to offer you a role if you are unable to meet Trust requirements for sponsorship and Home Office requirements for a visa.
Detailed job description and main responsibilities- Have daily telephone contact with service users, visitors, staff, other departments within the Trust and partner organisations.
- Participate in the collection of information, record and accurately input any data.
- Handle information which will be of a confidential and sensitive nature in accordance with Trust Information Governance policy. You will be required to meet NHS standards for confidentiality and information sharing.
- Deal with telephone calls, taking accurate messages, responding appropriately, and passing information on from members of the public, GPs, and other health professionals. You will provide non-clinical information and advice to patients and relatives within the boundaries of the role.
- Be expected to understand and recognise urgent messages and the need for an appropriate response and action within the boundaries of the role.
- Provide a full secretarial and administrative service to the identified multi-disciplinary teams. This will include (not exhaustive): word processing, audio typing and typing of correspondence.
- Develop effective working relationships with your direct team coordinator, the support service team, and clinical teams.
- Participate in meetings (MDT’s and team meetings etc.) as required keep updated with service issues and developments.
Person specification
Skills
Essential criteria- Excellent communication skills and experience of dealing with members of the general public
Experience
Essential criteria- Experience of working within a team and to communicate and work effectively within the team
Knowledge
Essential criteria- Knowledge of Information Governance
Where candidates are successful at interview, flexible working arrangement requests will be taken into consideration and may be accommodated where the needs of the service allow.
Fixed Term Contracts for existing NHS Employees – temporary contracts for employees of LYPFT, or colleagues joining from another NHS Trust, will be offered on a secondment basis wherever possible. In the event this is not possible, an FTC would be issued and this would require a break in service of two weeks.
The purpose of a temporary is role could be for maternity cover, temporary funding or some other reason. At the end of which the need for the temporary work will cease. Temporary roles can stop, be extended and/or made permanent at any point during the period of work.Should the role become permanent then the post-holder will be informed of the process to be followed to convert the position to a permanent one.
Please note that from 1st July 2018, all new employees are required to subscribe to the DBS Update Service, DBS checks for volunteers remain free of charge.
Patient Safety is a priority at LYPFT with a focus on system-based improvement and creating opportunities for learning. We will ensure compassionate engagement with all those involved in an incident and all incidents are met with a proportionate response.LYPFT is committed to upholding its’ statutory responsibilities in relation to safeguarding adults and children. Please refer to job description for further information.
LYPFT is a member of the Disability Confident scheme and is committed to providing a fully inclusive and accessible recruitment process.
As part of the Trust's commitment to its Gold Standard Armed Forces Covenant status, members of the Armed Forces Community are entitled to a guaranteed interview subject to meeting the role criteria.
We welcome applicants with lived experience of providing unpaid care and/or support to a family member or friend with a disability, health condition, frailty, mental health problem, addiction or other health needs.
Please note that the Trust reserves the right to close the vacancy before the closing date if enough applications are received. It is in the candidate’s best interest to apply as soon as possible. In submitting an application form, you authorise Leeds and York Partnership NHS Foundation Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed to the post.
In applying for a role please ensure that you only declare qualifications that are relevant to the role itself. We reserve the right to check all declared qualifications on an application form, whether they are directly relevant to the role or not.
If you have not received any communication from us within four weeks you are asked to assume that your application has been unsuccessful. If you should have any queries regarding progress with your application form please contact us.
Please note: The Trust does not offer reimbursement of interview expenses.