Team Secretary / Ward Clerk
Job overview
This is an exciting and challenging opportunity for an experienced administrator to join our friendly and motivated team on Harbour Ward, in the combined role of Team Secretary and Ward Clerk.
Harbour Ward is a 16 bedded male acute treatment ward at St. Ann’s Hospital, providing mental health care and treatment to men aged 18 to 65.
We are looking for an enthusiastic, flexible, empathetic and self-motivated individual to work within our team. Previous experience of working in a similar role/environment would be an advantage, although is not essential as support and training will be provided.
We will offer the successful candidate a supportive team, with regular supervision meetings, opportunities for continued professional development and a friendly working environment.
Employment in this post requires an Enhanced Disclosure and Barring Service (DBS) check, which the Trust will cover the cost of. Applicants who subscribe to the DBS update service are able to present a valid DBS certificate instead of requiring a new check.
This is a fixed term role and for those with current NHS service, the role will be offered on a secondment basis only. Please obtain permission to be released on a secondment before submitting an application.
Main duties of the job
You must have excellent communication skills in written and spoken English, administrative and organisational skills, with the ability to liaise with professionals at all levels.
Experience of using Microsoft Office, Word, Outlook and Excel are essential. You will also have the skills to handle all contacts confidently with compassion, patience and professionalism, in person, via email and on the telephone.
You will be working as part of the multi-disciplinary team, which will involve developing knowledge of the processes and the electronic systems used to ensure that patients needs are met. You will take a lead role in providing secretarial support to accurately pre-populate forms and document the meetings held on the ward into the patient records.For which experience of audio typing and medical terminology will be an advantage.
Other responsibilities will include organising the Ward office, by managing the telephone; keeping on top of the paperwork to include scanning and uploading patient documentation and liaising with patients and staff.
You will be required to undertake a Prevention and Management of Violence and Aggression course and it is a condition of your employment that you successfully complete all aspects of this course; if this is not achieved you will not be able to commence working in the post.
Working for our organisation
At Dorset HealthCare we’re on a mission to empower people to make the most of their lives through our outstanding, joined-up healthcare services. We’re a dynamic, forward-looking Trust, running 12 community hospitals, specialist inpatient facilities and a wide range of integrated community and mental health services for a population of almost 800,000 people.
We do things differently here – it’s one of the reasons the CQC rated us ‘outstanding’ in 2019. It’s also why 95% of patients across our services say they have a good or very good experience of our services and 89% of staff feel they can really make a difference.Whether you’re looking to work with us in one of our bustling market towns, vibrant urban locations, thriving seaside spots, or among the rolling hills of Dorset, there are lots of ways you can make a difference in our communities.
Our 7,000-strong workforce is at the heart of what we do and our success is a testament to our brilliant people. We're all about building a workplace for the future, we believe in equal opportunities and we celebrate diversity. We’re an inclusive workplace, where everyone is welcome, everyone can be authentic, and we are all encouraged to be the best version of ourselves.
Working with us you’ll be part of a strong team, challenge yourself, build a career, and teach us what we don’t know. And you’ll be working towards our vision to be better every day through excellence, compassion and expertise in all we do.
Detailed job description and main responsibilities
For the main duties and responsibilities for this role please read the attached job description and person specification. When completing your application please ensure your supporting statement reflects the criteria set out in these documents by showing how your experience and skills apply to this post.
As part of our vision to have a skilled, diverse and caring workforce, Dorset HealthCare offers support for people getting into work. We offer an employability service to support individuals with application writing, interview skills and other employment support.If you would like or know of anyone who would value this support, please do contact [email protected]
Person specification
Knowledge, Skills and Training
Essential criteria- GCSE level English Language or equivalent
- Qualifications in Typing e.g. RSA 111 or City & Guilds equivalent Secretarial Certificate/Course
- Good standard keyboard skills and knowledge of Microsoft Office. Proficient in MS word
- Well-developed skills in communicating effectively with clients and other professionals within and outside the NHS
- Knowledge of working with spreadsheets e.g. Excel
- ECDL or other IT qualification
Job Specific Experience
Essential criteria- Recent previous experience within a comparable role. At least 3 years experience in a secretarial role
- Experience of working within a team
- Knowledge of NHS organisation and protocols
Information Technology
Essential criteria- Demonstrable experience of using Microsoft Word, Excel and data base management
- RiO training
Personal Qualities or Attributes
Essential criteria- Good time management skills e.g. To be able to work to tight deadlines
- Good organisational skills and ability to organise own workload
- Ability to maintain sustained concentration
- To be responsible for representing the Trust in a professional manner at all times and be able to demonstrate reasons for confidentiality
- Ability to work on own initiative whilst being a team player
At Dorset HealthCare we want to offer all our staff the opportunity to work flexibly, putting health and wellbeing first, whilst continuing the delivery of excellent patient care. Flexible working looks different for everyone and we welcome applicants to discuss flexible working opportunities with the recruiting manager.
What working for us will provide:
- 27 days of annual leave, rising to 33 over ten years (for staff on Agenda for Change terms and conditions)
- Excellent NHS pension scheme
- Health and wellbeing services
- Flexible working options, including family-friendly hours
- Free training and one-to-one career coaching to reach your career goals
- Preceptorship programme for newly qualified nurses and AHPs
- Access to nine staff networks – have a voice and transform our Trust
- Relocation costs where applicable
- Salary sacrifice scheme opportunities – including childcare vouchers, car lease and cycle scheme, home technology equipment, and buying annual leave
- NHS discounts to save on your shopping, gym membership and more
Visit our careers website to learn more about our culture, staff stories, benefits, development programmes and opportunities.
What you need to do:
Before applying for this post, please do ensure that you have read the job description and person specification requirements. If you think you have everything we're looking for, then we'd love to hear from you, alternatively if you would like more information about the role please do not hesitate to contact us.
Regrettably, we are not able to offer sponsorship for all our job roles. If you attempt to apply for a role that we do not offer sponsorship for, you will receive notification of this at the time of starting your application and you will not be able to proceed.At this point, we wish to thank you for your interest in working for us and apologise we cannot take your application any further.
Please note that from January 2021, to work in the UK candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless you have permission to work via another route. Further guidance can be found on the gov.uk website. It is vital that you provide full and accurate details of your current immigration status on the application form.Overseas applicants applying for entry clearance into the UK must present a criminal record certificate from each country they have resided in continuously or cumulatively for 12 months or more in the past 10 years. Guidance can be found here Criminal records checks for overseas applicants - GOV.UK (www.gov.uk)