Job Description

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 jobYou 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.About usAt 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.Date posted02 May 2025Pay schemeAgenda for changeBandBand 3Salaryxc2xa319,700 to xc2xa320,539 a year p.a.ContractFixed termDuration12 monthsWorking patternPart-timeReference number152-M590.24AJob locationsSt Ann's Hospital69 Haven RoadPooleBH13 7LNJob descriptionJob responsibilitiesFor 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 dhc.wideningparticipation@nhs.netJob descriptionJob responsibilitiesFor 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 dhc.wideningparticipation@nhs.netPerson SpecificationKnowledge, Skills and TrainingEssential

• 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

Desirable

• Knowledge of working with spreadsheets e.g. Excel
• ECDL or other IT qualification

Job Specific ExperienceEssential

• Recent previous experience within a comparable role. At least 3 years experience in a secretarial role

Desirable

• Experience of working within a team
• Knowledge of NHS organisation and protocols

Information TechnologyEssential

• Demonstrable experience of using Microsoft Word, Excel and data base management

Desirable

• RiO training

Personal Qualities or AttributesEssential

• 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

Person SpecificationKnowledge, Skills and TrainingEssential

• 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

Desirable

• Knowledge of working with spreadsheets e.g. Excel
• ECDL or other IT qualification

Job Specific ExperienceEssential

• Recent previous experience within a comparable role. At least 3 years experience in a secretarial role

Desirable

• Experience of working within a team
• Knowledge of NHS organisation and protocols

Information TechnologyEssential

• Demonstrable experience of using Microsoft Word, Excel and data base management

Desirable

• RiO training

Personal Qualities or AttributesEssential

• 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

NHS