Administrative Team Secretary

at  South West London and St Georges Mental Health NHS Trust

Administrative and Secretarial Duties To be responsible for the efficient and conscientious management of the clinics appointments diary. To ensure that all correspondence and documents are accurately and efficiently typed and dispatched, according to priority, including accurate and efficient copy and audio typing of reports, assessments, case notes, letters, minutes of meetings and other confidential material. To answer telephone calls from clients, relatives, health professionals and other bodies sensitively and politely, ensuring all messages are passed to the appropriate person in a timely and effective manner. To receive clients and other visitors to the clinic, ensuring that parents and children are dealt with tactfully and with sensitivity and patience, assisting them as appropriate.
To photocopy, scan and fax information, distributing and filing as appropriate. To sort incoming mail, date stamp and distribute as appropriate. To extract information for third parties as appropriate. To take notes at meetings, type up and circulate these as required.
To arrange meetings as necessary ensuring that all relevant professionals involved with the clients care are invited. To assist in the smooth running of weekly clinics. To maintain waiting lists and provide Information Management with timely monthly returns. To contribute to the development and maintenance of administrative procedures.
Information and Statistics To provide reports relating to team referrals and discharges together with details of those who attended the service. To ensure that all notes, referrals, attendances, and discharges have been recorded on the electronic patient record system. To ensure that all necessary documents are uploaded onto the electronic system. To ensure that all referrals and discharges are logged appropriately.
Training and Development To undertake mandatory and statutory training as required by Trust policy. To contribute and commit to undertaking an annual Development Review/appraisal. To undertake personal development as identified in the Personal Development Plan (PDP). To undertake and achieve NVQ Business Administration Level 2 and 3

Please refer the Job description for details