Job summary37.5 hours per weekAn exciting opportunity has arisen for a highly motivated and enthusiastic secretary to join the Specialist Outreach Recovery Team (SORT) based at Avon House, Mount Gould Hospital.The Specialist Outreach Recovery Team has a positive approach to supporting service users in their mental health personal recovery. The team deliver a wide range of recovery interventions and treatment to people experiencing complex mental health difficulties. We are a multi-disciplinary team of Consultant Psychiatrists, Psychiatric Nurses, Occupational Therapists, Psychologists, Support Workers and other key professionals."Please note that this role may not be eligible for sponsorship under the Skilled Worker route, please refer to the Direct Gov website for more information with regards to eligibility"Main duties of the jobYour role will be to support the mental health consultants with duties including audio typing of clinic dictations, arranging and re-scheduling of appointments, maintaining accurate and up to date patient records, arranging meetings, minute taking and report monitoring. As such, we require someone with the skills to take on this demanding secretarial work. You will have proficient keyboard skills demonstrating accuracy in typing. Experience of audio typing or a willingness to learn this skill is essential.The post requires excellent communication and organisational skills, good time management, and the ability to prioritise own workload, working under your own initiative. You will need a positive attitude towards people experiencing mental health difficulties and have excellent customer care skills.About usLivewell Southwest is an independent, award-winning social enterprise providing integrated health & social care services for people across Plymouth, South Hams & West Devon, as well as some specialist services for people living in parts of Devon & Cornwall. With teams in community hospitals, GP practices, sports centres, health & wellbeing hubs.As an organisation with a strong social conscience, we always value being kind, respectful, inclusive, ambitious, responsible and collaborative. Transforming services to make them sustainable, ensuring that we value, support & empower each other.We are committed to involving the people we care for, families & carers in everything that we do, working towards co-production where we can. Helping us to deliver the right care for people, in the right place & at the right time. By putting people at the centre of what we do, we ensure to support people to lead, healthy independent lives & be the very best at helping people to live well.Valuing our employees making an investment in their development a priority. We offer:Protected CPD time for registered staffVarious development pathways and ongoing regular training packages for all staffLeadership & mentoring programmesAccess & funding for training including Care Certificate, Assistant Practitioners Course & Scholarship Into Nurse TrainingA Robust PreceptorshipA bespoke induction programmeExisting members of the NHS Pension Scheme can continue their membership when they join the organisation.Job descriptionJob responsibilitiesMAIN DUTIES/RESPONSIBILITIESResponsibility for People ManagementParticipate in interview panels for specified jobs.Assist in the training of newly appointed secretarial/administrative staff and supporting them during their assimilation.Responsibility for financial and/or physical resourcesAssist in maintenance of stock control and security of stockObserve a personal duty of care when using equipment and resourcesMaintaining a safe environment in accordance with Health and Safety PoliciesResponsibility for administrationAble to plan and prioritise their own workload on a day-to-day basis.Maintain the electronic diaries for SORT doctors, organise appointments and the allocation of their time to reflect priorities and demands of their workloads.Organise meetings including Case Conferences, meetings, Risk Management meetings, Care Planning meetings and provide all administrative duties associated with these meetings, including sending invitations, distribution of agenda, associated paperwork, take and transcribe minutes and follow up action points.Organise appointments as appropriate, liaising with patients, patient family members and other services.Liaise with MDT to arrange assessments etc as directed by the Consultant. Provide administration support including recording details on SystmOne, invoicing and monitoring payments received.Administrative support for Consultants appraisal including MAG.Arrange medical student placements and feedback sessions as appropriate.Arrange teaching sessions etc for Consultant as appropriate.The post holder will have knowledge of medical terminology.The post holder will have the knowledge and experience to deal with difficult enquiries and situations.Collate data for Out of Area patients and produce statistical reports to provide data for locality manager.The post holder will maintain accurate, timely electronic records and ensure that they are kept safely in accordance with Livewell Southwest polices, including the Data Protection Act (1998) and the Livewell Southwest Confidentiality Policy.Work collaboratively with other secretaries/administration staff within the community mental health service, including taking telephone calls, supporting colleagues during periods of high demand ensuring the team runs smoothly.Receive incoming mail, telephone calls and initiate action as requiredAssist with Medical staff regarding annual leave etc liaising with Medical staffing team.Liaise with senior medics regarding on-call swaps and leave coverAccurate audio transcription of various documents including patient letters, assessments, discharge summaries and psychiatric reports in preparation for Tribunal Hearings, ensuring deadlines are met.Attend weekly ward round MDT with the Consultants and multi-disciplinary team, taking notes and following up action plans as appropriate.To maintain sensitive and confidential information and filing systems.To maintain, at all times, the highest level of confidentiality in respect of information concerning the Livewell Southwest or any of its staff or patients.The post holder will be able to provide non-clinical advice and information with regards to appointments and visitors to the unit.The post holder will undertake surveys/audits as required including staff surveys..Responsibility for people who use our servicesLiaise with patients, other professionals and agencies to organise various meetings including Care Planning, Aftercare, Risk Management and Discharge Planning. Due to the urgency of some of these meetings are arranged at short-notice, requiring re-organisation of diaries to ensure service user needs are met.Demonstrate a positive attitude to patients, treating patients and their families with dignity and respect.Have an excellent knowledge of risk factors and be able to make judgements about client and staff safety and raise concerns with senior staffEnsure compliance with contractual and related quality standards, including acknowledgement of referrals and production of written correspondence with referrers.Responsibility for implementation of policy and/or service developmentsComply with all appropriate National, Livewell Southwest and local polices and protocols. These include Health and Safety, Fire Procedures and Confidentiality.Know how to report accidents and incidents and to do so promptly.Behave in a manner that does not bring the Team or Livewell Southwest into disrepute.Ensure that professional boundaries are always adhered to.Actively participate in line management supervision with a senior member of the Team.Actively participate in the Livewell Southwest appraisal system.Participate in team meetings.Carry out other duties commensurate with the position as required.Responsible for updating Knowledge and Skills, including Livewell Southwest mandatory training.Identify new ways of working and make changes to own work, when agreed, to improve service.COMMUNICATIONS AND RELATIONSHIPSLiaise with GPs, Solicitors, Police, Social Workers, ward staff, other teams, multi-agency professionals, probation officers, patients and relatives, management, medical staff in other specialities and professional staff in other departments.Provide and receive confidential, complex and sensitive information, orally, in writing or electronically, within the boundaries of confidentiality. At times the information can be distressing.Answer calls from service users, gain information and re-direct the call to the required health professional.To provide a communication link when the Consultant or associated Doctors are out of the office and pass all urgent and important issues on to the correct person.PHYSICAL DEMANDS OF THE JOBCompetent advanced keyboard skills including audio typing.There is a frequent requirement for concentration required for dealing with various complicated medical documents and correspondence with frequent interruptions.There is a frequent requirement for concentration required when typing reports, letters etc of complicated nature with frequent interruptions.There is a frequent requirement for sitting in a restricted position, maintaining correct posture, when sitting at desks; for example when (audio) typing or taking detailed minutes of meetings.The post holder will carry any deliveries in a safe manner, in accordance with the organisations manual handling policy.Person SpecificationSpecific SkillsEssentialAbility to use Microsoft Word, Outlook, Excel, PowerPointKeyboard skills: minimum typing speed of 60 wpmExcellent spelling, grammar and layout.Sensitivity to confidential informationExcellent organisation skills, with a demonstrable ability to manage and prioritise workload and work methodically, efficiently and accurately to meet tight deadlinesExperienceEssentialExperience of secretarial/Personal Assistant role (or willingness to gain this)Diary ManagementHandling various telephoneenquiriesReceiving visitorsExperience of arranging meetingsExperience of using and maintaining filing systemsExperience of taking and transcribing formal minutesDesirableExperience of working in a multi-disciplinary teamUnderstanding/experience of supporting people with Mental Health issuesQualificationsEssentialEducated to Vocational Level 3 (NVQ3) in a relevant subject or equivalent previous knowledge & experienceMaths & English GCSE Grades 4 and above or equivalentRelevant Audio typing/secretarial qualification or experience (or willingness and ability to learn this)DesirableMedical Secretary/PA DiplomaAMSPAR Level 2 Medical TerminologyKnowledgeEssentialKnowledge of secretarial and administrative procedures and systems.Excellent communication skills dealing with patients, visitors and staff in an efficient and courteous manner over the telephone and in personAbility to work on own initiative and with minimal supervisionAbility to develop good working relationships with colleagues at all levelsDesirableKnowledge of Mental Health Services and wider NHSAdult SafeguardingChild ProtectionKnowledge of SystmOneKnowledge of specialist medical termsDisclosure and Barring Service CheckThis 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.Certificate of SponsorshipApplications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).Employer detailsEmployer nameLivewell SouthwestAddress200 Mount Gould RoadMount GouldPlymouthDevonPL4 7PYEmployer's websitehttps://www.livewellsouthwest.co.uk/ (Opens in a new tab)