• Job Description

  Req#: C9798-1422?language=en&page=83&sort=publicationDateDesc

  Job summary

  Contracted Hours: 37.5hrs Monday-Friday 09:00-17:00

  Base: New Haven, Princess of Wales Hospital, Bromsgrove, B61 0BB

  Maternity Leave Cover until 02/06/2026

  The Older Adult Mental Health Hospital at Home team support patients during acute episodes of mental illness or mental disorder to provide an alternative to psychiatric hospital admission. We provide an early referral service for community teams to support patients either in crisis or to prevent a further deterioration of their mental health. OAMH Hospital at Home Team work closely with the Older Adult inpatient wards to ensure they identify patients who can continue their treatment at home and facilitate an early discharge. The service aims to empower and enable patients and their carers to take an active role in their treatment.

  Please consider this fixed term contract/secondment, we are so proud in the support we provide our older adults in Worcestershire. This is an exciting opportunity to expand your skills and knowledge or try something new. You will be part of a team who thrives off friendliness, humour and energy. If you would like to discuss informally if this is the right role for you, get in touch with Recruiting Manager.

  If you wish to be considered for a secondment please gain permission from your Substantive Manager before applying.

  Please note the Trust will not provide sponsorship to work for this role, to apply you must have current right to work in the UK status.

  Main duties of the job

  Day to Day elements of the team secretarys role

  Take minutes during our Multidisciplinary Team meeting notes and identify actions regarding care plans.

  Supports the team in organising room bookings where they will have access to the buildings availability.

  Receive many of the calls throughout the day and filter these calls to the appropriate colleague.

  Support the team in managing our teams diary and patient appointments.

  Access to the teams email account and will support the team in monitor incoming emails.

  Support the team in managing the in and out trays regarding patient paperwork. For example the team secretary will be uploading documents on to the database, such as consent to share, Staying Safe Plans, diet and fluid charts etc.

  Access to the trusts stores where they can manage the teams stationary orders. They will also have access to a purchasing system called iProc which is used for requisitioning and managing the procurement process.

  Keep the paperwork resources readily available.

  Ensures the emergency contacts folder is kept up to date for each member of the team.

  Update the patient and discharge boards located in the teams office.

  Request old patients notes, GP Summaries and ECG through the patients GP and upload them on to our data base once received.

  Prepopulate medication changes,general letters to GPs.

  Send the completed discharge letters to patients GPs.

  Scan the discharge patients medication cards on to database.

  About us

  At Herefordshire and Worcestershire Health and Care NHS Trust, we are working together to deliver outstanding care. We run community hospitals and community health services across Worcestershire and provide mental health and learning disability services across both Herefordshire and Worcestershire.

  Our people (all 4500+ of them) provide services for people of all ages, experiencing both physical and/or mental health conditions from over 100 sites.

  We will support you to thrive; offer flexible working options for a great work-life balance, help you fulfil your ambitions, and empower you to make positive changes within your team or service. We value diversity and encourage applications from people of all backgrounds, cultures, and ethnicities.

  What we offer;

  • 27 days leave plus bank holidays, increasing up to 33 days with long service
  • Generous NHS pension and enhanced pay when you work unsocial hours
  • Flexible and agile working opportunities
  • Great maternity, paternity, and adoption support
  • Wide range of supportive staff networks
  • Health and wellbeing opportunities

  If you would like to know more, please visit our website.

  We encourage you to read the attached applicant guidance notes.

  Sharing your data - As a data controller we may sometimes need to process your data to pursue our legitimate business interests, for example to request a survey from you (optional), to support the Trusts understanding of where you gained interest in working for the Trust.

  Details

  Date posted

  20 May 2025

  Pay scheme

  Agenda for change

  Band

  Band 3

  Salary

  £24,625 to £25,674 a year

  Contract

  Fixed term

  Duration

  12 months

  Working pattern

  Full-time

  Reference number

  C9798-1422

  Job locations

  Princess Of Wales Community Hospital

  Stourbridge Road

  Bromsgrove

  Worcestershire

  B61 0BB

  
  

  Job description

  Job responsibilities

  The post holder will:

  1. Behave consistently with the values and beliefs of the organisation and promote these on a day-to-day basis.

  2. Act as a role model to colleagues, always seeking to maintain the highest standards of professionalism.

  3. Use their initiative and take responsibility for themselves and the quality of their work and the service they provide to patients.

  4. Provide a comprehensive administrative and secretarial service to the department.

  KEY RESULT AREAS:

  Administrative

  1. Undertake administration/secretarial duties that are specific to the role.

  2. Undertake general office duties, as required, e.g., typing, data inputting, filing, scanning/copying, in line with Trust Policies and Procedures.

  3. Arrange, confirm appointments and meetings, as required, making appropriate arrangements e.g. hospitality, booking venues, equipment, etc.

  4. Provide a secretarial service to team/department meetings, including the preparation and distribution of agendas and papers.

  5. Answer/deal with both face-to-face and telephone enquiries.

  6. Deal with incoming and outgoing mail.

  For full details of the duties and criteria for the role please refer to the job description and person specification attached.

  Job description

  Job responsibilities

  The post holder will:

  1. Behave consistently with the values and beliefs of the organisation and promote these on a day-to-day basis.

  2. Act as a role model to colleagues, always seeking to maintain the highest standards of professionalism.

  3. Use their initiative and take responsibility for themselves and the quality of their work and the service they provide to patients.

  4. Provide a comprehensive administrative and secretarial service to the department.

  KEY RESULT AREAS:

  Administrative

  1. Undertake administration/secretarial duties that are specific to the role.

  2. Undertake general office duties, as required, e.g., typing, data inputting, filing, scanning/copying, in line with Trust Policies and Procedures.

  3. Arrange, confirm appointments and meetings, as required, making appropriate arrangements e.g. hospitality, booking venues, equipment, etc.

  4. Provide a secretarial service to team/department meetings, including the preparation and distribution of agendas and papers.

  5. Answer/deal with both face-to-face and telephone enquiries.

  6. Deal with incoming and outgoing mail.

  For full details of the duties and criteria for the role please refer to the job description and person specification attached.

  Person Specification

  Qualifications

  Essential

  • Educated to vocational level 3 in Business Administration or Educated to vocational level 2 with NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post.
  • I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.

  Additional Criteria

  Essential

  • Put patient care at the heart of the work you do to improve health care outcomes and service delivery.
  • Deliver the highest standards and quality outcomes possible.
  • Joint working with others, e.g. patients, colleagues in the delivery of high quality healthcare.
  • Build positive working relationships, respecting and valuing others, being helpful and inclusive.
  • You understand that we will not provide sponsorship to work for this role.

  Experience

  Essential

  • Recent, relevant Administrative/Secretarial experience.

  Desirable

  • Previous relevant NHS experience.
  • Minute taking experience.

  Knowledge

  Essential

  • Knowledge of a range of administrative and secretarial procedures and systems.
  • Detailed knowledge of Microsoft Packages.
  • Understanding of the Data Protection Act and NHS Code of Confidentiality.

  Skills and Abilities

  Essential

  • Ability to challenge poor behaviour.
  • Role modelling good behaviour.
  • Manages own workload and able to work independently as well as part of a team.
  • A positive attitude with the ability to act on feedback.
  • Ability to praise and be supportive to others.
  • Ability to communicate clearly and effectively in English in both verbal and written formats.
  • Ability to deal with non-routine activities such as answering queries, progress chasing and task-related problem solving.
  • Advanced keyboard skills Touch Typing.
  • Numerate.
  • Accuracy and attention to detail.
  • Good organisational skills.
  • Able to demonstrate the ability to use initiative effectively.

  Desirable

  • Audio typing skills.
  • Minute taking skills.

  Person Specification

  Qualifications

  Essential

  • Educated to vocational level 3 in Business Administration or Educated to vocational level 2 with NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post.
  • I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.

  Additional Criteria

  Essential

  • Put patient care at the heart of the work you do to improve health care outcomes and service delivery.
  • Deliver the highest standards and quality outcomes possible.
  • Joint working with others, e.g. patients, colleagues in the delivery of high quality healthcare.
  • Build positive working relationships, respecting and valuing others, being helpful and inclusive.
  • You understand that we will not provide sponsorship to work for this role.

  Experience

  Essential

  • Recent, relevant Administrative/Secretarial experience.

  Desirable

  • Previous relevant NHS experience.
  • Minute taking experience.

  Knowledge

  Essential

  • Knowledge of a range of administrative and secretarial procedures and systems.
  • Detailed knowledge of Microsoft Packages.
  • Understanding of the Data Protection Act and NHS Code of Confidentiality.

  Skills and Abilities

  Essential

  • Ability to challenge poor behaviour.
  • Role modelling good behaviour.
  • Manages own workload and able to work independently as well as part of a team.
  • A positive attitude with the ability to act on feedback.
  • Ability to praise and be supportive to others.
  • Ability to communicate clearly and effectively in English in both verbal and written formats.
  • Ability to deal with non-routine activities such as answering queries, progress chasing and task-related problem solving.
  • Advanced keyboard skills Touch Typing.
  • Numerate.
  • Accuracy and attention to detail.
  • Good organisational skills.
  • Able to demonstrate the ability to use initiative effectively.

  Desirable

  • Audio typing skills.
  • Minute taking skills.

  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.

  Employer details

  Employer name

  Herefordshire and Worcestershire Health and Care NHS Trust

  Address

  Princess Of Wales Community Hospital

  Stourbridge Road

  Bromsgrove

  Worcestershire

  B61 0BB

  
  

  Employer's website

  https://www.hacw.nhs.uk/careers (Opens in a new tab)

  Employer details

  Employer name

  Herefordshire and Worcestershire Health and Care NHS Trust

  Address

  Princess Of Wales Community Hospital

  Stourbridge Road

  Bromsgrove

  Worcestershire

  B61 0BB

  
  

  Employer's website

  https://www.hacw.nhs.uk/careers (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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