Team Secretary
Coventry and Warwickshire Partnership Trust provides a full range of expanding physical, mental health and learning disability services to children, young adults, adults and older adults over many sites across Coventry, Warwickshire and Solihull.
Services are provided to a population of over one million people living in Coventry and Warwickshire and also a wider geographical area in some of our specialist services
‘We recognise the benefits of flexible working and support applications wherever possible. If you would like to work flexibly please ask the recruiting manager for more information.’
Armed Forces Community welcome to apply.
PLEASE NOTE that this vacancy can be closed as soon as sufficient applications are received. Staff at risk within the Trust will be given priority.
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Candidate Information Pack
Job overview
Team Secretary Band 3 - 37.5 hours per week, based at Swanswell Point.
PREVIOUS APPLICANTS NEED NOT APPLY
Coventry & Warwickshire Partnership NHS Trust has an exciting opportunity for individuals with excellent secretarial, communication and organisational skills to join our admin team. You will have the option to work from home on a rota basis once fully trained as well as working in the office based at Swanswell Point, Coventry.This is a full time post and the successful candidates will need to be able to work Monday to Friday 9am – 5pm.
Main duties of the job
You will play an important role within the wider admin team to provide efficient and comprehensive administration support to the clinicians, Consultants and managers. You will work within an integrated and skill mixed admin team supporting the clinical service delivery within Mental Health.Team Secretaries are vital members of the team providing support to clinicians, Consultants and managers and supervising the day to day workload of the Admin Support colleagues.
Working for our organisation
At Coventry and Warwickshire Partnership NHS Trust (CWPT), we deliver a wide range of physical, mental health, learning disability and autism services, and are proud to serve communities across Coventry, Warwickshire and beyond.
We put ‘people at our heart’; this ethos is at the centre of everything we do and how we do it. We care for our staff and colleagues as much as they care for others and offer a wide range of benefits and development opportunities.- generous annual leave entitlement which increases during your time with us
- excellent learning and development opportunities, including apprenticeship frameworks, distance learning, internal training, coaching and mentoring, and much more
- salary sacrifice schemes for lease car/ vehicle, Cycle to Work, home and electronics, gym membership and more
- discounts with a range of retailers, restaurants and entertainment venues through our Employee Assistance Programme and NHS discount schemes
- wellbeing support, including an in-house counselling service, external helpline and more
- staff networks and support group
We’re always on the lookout for people who share our passion for improving the lives and wellbeing of people in our community, as well as our values of compassion, collaboration, excellence, integrity and respect.
Detailed job description and main responsibilities
You will support the standardisation of admin support across the Trust to improve the efficiency and effectiveness of the admin support received by clinical services. We are looking for individuals with a positive approach to change who are supportive of service improvements and able to build effective working relationships, be approachable and accessible with a flexible approach to work.
We will require a well organised individual who is able to empathise with our service users and be able to deal with sensitive enquiries in a confidential manner. Knowledge and experience in customer care would be an advantage.
You will need to be computer literate in Word, Excel and Outlook with excellent accuracy in data input. Experience of both minute taking, and digital dictation is essential as you will be required to attend Professional and Safeguarding meetings to take minutes.You must have the ability to multitask, manage and prioritise your own workload and be able to work on both your own initiative and as part of a team.
We are looking for individuals with a positive approach to change who are supportive of service improvements and able to build effective working relationships, be approachable and accessible with a flexible approach to work.
This is an excellent career development opportunity for a self-motivated and enthusiastic individual who wishes to pursue an administrative career in the NHS.
Person specification
Qualifications
Essential criteria- Good General Education (eg. GCSE English and Maths A-C)
- QCF Business Administration Level 2 (or equivalent qualification / experience/ willing to work towards completion of this)
- QCF Customer Service Level 2 (or equivalent qualification / experience/ willing to work towards completion of this)
Knowledge and Skills
Essential criteria- Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
- Advanced keyboard / IT skills/ Digital Dictation
- Ability to manage and prioritise own and other’s workload and use own initiative
- Understanding of working in a supervisory role
- Good organisation skills and ability to multitask
- Good time management skills
- Good knowledge and understanding of reception / office procedures
- Ability to take and transcribe notes of meetings in a timely manner
- Ability to maintain relevant recording and information systems
- Ability to problem solve
- Understand confidentiality and apply the principles in every day working practice
Experience
Essential criteria- Experience of working in a busy office / customer care environment
- Experience of working with a range of Microsoft Office packages (eg. Word, Excel, Outlook, PowerPoint and Access)
Personal Attributes
Essential criteria- Trust Values
- Work effectively and flexibly as part of a team to meet the needs of the services
- Confident in dealing with people at all levels
- Ability to travel to multiple sites
The Trust is committed to safeguarding and promoting the welfare of individuals and expects all staff and volunteers to share this commitment. As part of our safe recruitment practice, if appropriate for the role, it is mandatory requirement for all newly appointed staff to be registered with the Disclosure and Barring Service (DBS) Update Service.
The Trust is committed to Equal Opportunities and welcomes applications regardless of age, gender, race, disability or sexual orientation. Guidance and criteria on the filtering criminal cautions and convictions can be found on the Disclosure and Barring Service website.
For more information on how our Trusts handles your data please view the 'Privacy Notice - Staff - V1.0 May 2018.pdf' at https://www.covwarkpt.nhs.uk/privacy