General Secretary Band 3

The post holder will be responsible for the provision of efficient, effective and comprehensive secretarial support to Services within the Mental Health Directorate.

The post holder will be expected to carry out a wide range of secretarial/administrative tasks including the use of word processing/audio typing, minute taking and use of other computer packages/programmes.

KEY DUTIES / RESPONSIBILITIES

1. Provide an efficient and effective secretarial and administrative service to Mental Health Professional staff.
2. Undertake a range of admin support duties including maintenance and ordering of stock/non stock items, photocopying, filing, diary management, provision of typing and admin support to the team.
3. Word processing/producing reports.
4. Act as point of contact between service users, carers, staff and external agencies to ensure a full and efficient service.
5. Make and receive telephone calls and take appropriate action.
6. Maintain records both manual and computerised in an accurate and timely manner and in accordance with local policies and procedures.
7. Extract, collate and summarise data to enable preparation of standard verbal, written or statistical reports or returns.
8. Create and maintain spreadsheets for use within the department.
9. Deal with incoming and outgoing correspondence as required providing information, directing and prioritizing queries as appropriate, to ensure efficiency and effectiveness of service delivery.
10. Filing, archiving and disposal as per Records Management Policy.
11. Prioritise workload in accordance with expected outcomes, and ensure that all work, for which you are responsible, is processed in a timely manner in accordance with agreed performance standards.
12. Participate in quality assurance exercises, if required.
13. Maintain standards of confidentiality regarding information held in respect of service users and staff.
14. Establish, maintain and develop working relationships with managers, staff at all levels throughout the Trust and interact effectively with members of the public as required.
15. Ensure all office duties are carried out in accordance with local policies and procedures.
16. Provide cover for other administration staff during periods of planned/unplanned absence, including main reception cover if necessary.
17. Any other duties that may arise from time to time relating to the particular needs of the service, as may be assigned.
18. Participate in regular supervisions and team meetings with Line Manager/Team Leader - to address any issues or concerns and ensure effective and efficient administration systems are in place.
19. You will be expected to organise meetings and participate in minute taking -to include the typing and distribution of minutes. This may require travelling to venues throughout the Trust.
20. Audio Typing.
21. Responsible for handling/processing documentation with extremely distressing content
22. Responsible for handling/processing distressing calls/face to face contact from service users
23. For this specific post you will be expected to manage the administration of Consultant/medical staff caseloads - including making/cancelling/rescheduling appointments, regular caseload maintenance (to include managing the administration of waiting lists), data cleansing etc.