Support Service 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 SPA/Switchboard Service. This is a full time post working over three or four days per week (11 hour shifts) over 7 days.
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 Trusts 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.
Main duties of the job
We need someone with excellent secretarial skills, who is adept at dealing with the challenges thrown up by supporting a busy service.
You must be willing to work flexibly within a challenging environment and be able to demonstrate good written and verbal communication, inter-personal, and administration skills.
Responsibilities include, covering the Trusts Switchboard, inputting referrals to mental health services, supporting the Crisis Assessment Service with answering calls on the main referral line, minute taking of team meetings, managing email inboxes, ordering supplies, and other ad hoc tasks.
You will have good IT skills with experience of MS Word, Excel, and PowerPoint. The successful post holder will also be expected to provide cover for colleagues at short notice if required.
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 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
JOB PURPOSE – You will work as part of a team to provide a comprehensive, efficient, and effective secretarial and administration support service to the multi-disciplinary teams, under the direction of a Support Service Team Coordinator and supported by an agreed work plan.The job holder will provide day-to-day supervision and support for a designated admin team or teams and will be responsible for liaison with other clinical and admin staff within Leeds & York Partnership NHS Foundation Trust, to ensure an efficient and consistent admin support service is provided.
Experience- A minimum of 2 years administrative and secretarial experience at an advanced level.
- Experience of working within a team
- Experience of working using own initiative
- Experience of dealing with members of the general public
- Experience of managing workloads
- Demonstrate a positive attitude towards the implementation of new systems and new ways of working.
- Shows empathy to the client group
Person specification
Experience
Essential criteria- Experience of working within a team.
- Previous substantive Administration/Secretarial experience
Skills
Essential criteria- Excellent proven communication skills.
Knowledge
Essential criteria- Knowledge of Information Governance
Applications are welcomed from candidates who wish to apply for a position on the basis of a smarter (Hybrid) or flexible working arrangement – please contact the Recruitment Team if you have any queries regarding this in terms of your initial application.
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.
Please note that from 1^st July 2018, all new employees are required to subscribe to the DBS Update Service, DBS checks for volunteers remain free of charge.
LYPFT is committed to upholding its’ statutory responsibilities in relation to safeguarding adults and children. Please refer to job description for further information.
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 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 a sufficient number of applications are received. It is in the candidates best interest to apply as soon as possible.
In view of Home Office Immigration Regulations all applicants must state their current immigration status, including expiry dates.
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 submitting an application 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 further 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.