Job Description

Norfolk and Suffolk NHS Foundation Trust provides child and adult mental health services, learning disability, wellbeing, older people's and eating disorder services across Norfolk and Suffolk.



We are committed to equality, diversity and inclusion and want to reflect the diversity of our local communities within our teams. We welcome applications from all talented individuals with the relevant qualifications, skills, knowledge and experience


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Job overview

Suffolk Adult ADHD Service Needs You !

Do you have excellent communications skills and a keen eye for detail?



Can you effectively manage multiple tasks and priorities?



Do you have experience of managing detailed complex information and maintaining a strong degree of confidentiality?



If you have said 'Yes' to each of the above, then we might just have the role for you...



If you're adaptable, detail-oriented, and passionate about supporting healthcare services, this is an excellent opportunity to grow your career while contributing to a team that values kindness in all our interactions, working collaboratively and valuing everyone's contributions, taking responsibility for our actions and decisions and embracing continuous improvement.

Apply now

to start a rewarding career where your skills help deliver excellent care and service. Don't miss this chance to develop and progress in a role that truly matters!


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Main duties of the job

The post holder will work closely with the clinical team to ensure admin provision is effective in supporting the service needs. This will include general administrative tasks & secretarial support for the team (which may include transcribing dictation and drafting letters on behalf of the team)



You must possess excellent time management skills, a positive and flexible approach and be able to remain calm and responsive under pressure. You will need to be able to demonstrate your communication, prioritisation and administration skills as well as your knowledge of IT systems.



A large part of the role is liaising with our patients , booking appointments, answering queries and supporting their ADHD journey from a non-clinical perspective so we are looking for someone with experience of working within a clinical team, with good people skills and awareness around the areas of mental health and neurodiversity to enable them to successfully support our service users in navigating access to our service.



The post holder will be required to input and update the patient record system on Lorenzo which will include accepting referrals and discharging patients as directed by the clinical team.



The post holder will also be required to provide cover for admin colleagues within the ADHD service and potentially for the wider neurodevelopmental teams depending on service need at that time


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Working for our organisation

Hi - my name is Matt and I've worked for the Trust for over 25 years. I have always found this a brilliant organisation to work for and have felt totally supported by my colleagues both in East and West Suffolk and across the wider Trust. I had a change of direction moving from the inpatient ward to ADHD 3 years ago and working for the ADHD team is a refreshing change of pace as well as interesting and rewarding. I have never heard as much positive feedback about how our input is life-changing as I have since joining this team. I feel involved and consulted about changes and whilst the workload is high due to the high numbers of referrals, our waiting lists compare favourably with the rest of the NHS.

Why work for us?

We have challenges as a Trust, but we have ambitious aspirations, are pushing ahead with exciting transformation work and we need dedicated individuals to support us on our journey. We have strong, established professional networks coupled with an exceptional leadership team who will ensure you are truly cared for and cared about.

Why Norfolk and Suffolk?

The people here are warm and welcoming, you'll never be far from the beautiful coastline or Broads National Park. We're an hour and a half away from London and have an international airport in Norwich too. Our villages, towns and cities are packed full of history, independent cafes, shops and theatres. We have excellent shopping, eating out, top ranking schooling and affordable house prices too.


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Detailed job description and main responsibilities

Provide accurate, prompt and efficient secretarial/administrative support to the clinical team which may include spreadsheets and reports.



Use electronic systems to input and access information as required by the clinical multi-disciplinary team.



Deal with and process all types of patient referrals liaising directly with General Practitioners, clinical staff including medical staff from other areas.



Liaise with clinical team members in relation to urgent referrals or other emergencies.



Provide non-clinical information to patients and families, where necessary, including cancellation of appointments.



Take and process minutes for teams (across the Locality).



Contribute to effective communication by liaising with internal and external parties and agencies as required on behalf of the team.



Deal with correspondence and communication liaising, prioritising and co-ordinating with the clinical team.



Deal with telephone calls and general enquiries and maintain an efficient message system co-ordinating with team members.



Liaise in a professional manner with each member of the team, providing relevant information.



Maintain a clear code of conduct and high standards of customer service in terms of dignity, respect and excellent customer service to all internal and external customers.



Maintain own professional development portfolio and participate in appropriate training programmes and ensuring annual attendance for mandatory training.



Diary management as required for team members to include appointments / meetings, regular commitments to assist in organising the workload.



Ensure confidential information is retained and stored in line with Trust policy in an efficient and effective manner.



Use set procedures to undertake administrative and secretarial functions around legislative procedures i.e. Mental Health Act, Mental Capacity Act.



Attend and contribute to internal/external meetings relevant to the post as delegated by the line manager.



Provide cover for other administrative staff during holidays and sickness, across the Locality.



Liaise with maintenance departments as delegated by line manager regarding buildings and general maintenance.



Liaise with IT departments as delegated by line manager regarding problems / faults with electronic equipment etc.



Be responsive, adaptable and flexible to working across the locality bases.



Undertake other appropriate duties as directed, being adaptable and flexible to service needs and changes across the locality.




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Person specification

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Qualifications

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Essential criteria

RSA II/Word Processing or equivalent secretarial experience at intermediate level. NVQ 2 Customer Services or equivalent qualification/experience #####

Desirable criteria

Knowledge of Trust electronic records systems ####

Experience

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Essential criteria

Understanding and experience in a full range of secretarial procedures and systems gained through practice at intermediate level. Working on own initiative with minimal supervision. #####

Desirable criteria

Staff supervision / appraisal process ####

Skills

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Essential criteria

ICT skills including Microsoft (especially spreadsheets and presentations, e.g. Excel, PowerPoint) or equivalent.

Please be aware that, due to the high number of applications for certain roles, this vacancy may close earlier than the advertised closing date. We encourage you to submit your application as soon as possible.

YOUR APPLICATION



We can provide all our job application materials in alternative formats so that these are accessible to everyone. Should you require any documents within this job pack in an alternative format, please do not hesitate to contact us at recruitment@nsft.nhs.uk.



PLEASE NOTE: If you use a hotmail, msn or yahoo e-mail account, you will need to check your "junk" mail regularly as these email providers will divert any communication from this Trust/NHS JOBS straight into your " junk" inbox.


EQUAL OPPORTUNITIES Apart from its legal duties in relation to equality and diversity, the Trust recognises and actively promotes the benefits of a diverse workforce and is committed to treating all employees with dignity and respect regardless of race, gender, disability, age, sexual orientation, religion or belief.


As a part of the Disability Confident Employer Guaranteed Interview Scheme we interview all disabled applicants who meet the essential criteria for the job vacancy (outlined in the Person Specification).. We encourage you to indicate your eligibility through TRAC jobs when applying.


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Disclosure and Barring Service Check

This post may be 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.




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Employer certification / accreditation badges

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Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.