Total 2 job vacancies by Barnet Enfield and Haringey Mental Health NHS Trust

The post holder will provide a full range of secretarial, administrative and business support services to the Director and Deputy Director of Nursing for Patient Experience and Professional Standards. This will include diary co-ordination, typing general correspondence and reports, taking minutes/notes at designated meetings, ensuring distribution of information to relevant staff and providing support for projects.

Provision of administrative support to director and deputy director of nursing, coordination of meeting papers and agendas, liaising with relevant key personel within and external to the organisation, raising purchase orders, approving invoices, uploading staff sickness and absence on the electronic roster on behalf of the director and deputy directors of nursing.

This is an exciting role within a dynamic team which requires regular contact with directors, executive directors, clinical managers, service users and carers. The postholder will provide essential support to key programmes of work within the organisation and will be supported in their career development and in enhancing their skills within the role.





The partnership betweenBarnet, Enfield and Haringey Mental Health NHS Trust (BEH) and Camden and Islington NHS Foundation Trust (C&I) is going from strength to strength since it was originally established in 2021 forming the North London Mental Health Partnership.

In order to meet the needs of the new Partnership services you may be required from time to time to work at different locations to your normal place of work. This may mean that you are required to work at any location that fall under Barnet, Enfield and Harringay Trust and Camden and Islington Trust. The Trust reserves the right to require staff to work at such other places or locations as it considers reasonable and necessary on a temporary or permanent basis.

1. To liaise confidently and courteously with all levels of staff within the Trust, including Executive Directors, Clinical Directors and Assistant Directors, external organisations and individuals as necessary.

To co-ordinate and promptly arrange meetings as requested, ensuring up to date information is given to relevant members of staff. To pre-empt collation of agendas and distribute prior to meetings as required

To operate a ‘bring forward’ system, printing relevant papers in advance of meetings.

To convert PDF documents into word format as and when required.



5. Take and transcribe clear and concise minutes at various meetings as required, ensuring these are promptly distributed.

Type letters, reports, notes of 1-1 meetings and appraisal documents ensuring clear, concise and correct presentation of content and maintenance of confidentiality regarding sensitive information.

Prepare and/or edit presentations and reports on behalf of the Director of Nursing, Patient Experience and Professional Standards and their Deputy

8. Ensure that work is filed electronicallly in accordance with Trust guidelines and organise and maintain electronic filing sustems.

To take messages where necessary and act as the first point of call for the designated senior managers in their absence, taking appropriate action as required and ensuring that any urgent issues are brought to the attention of an alternative Director / Manager or senior member of staff as appropriate.

10. Provide administrative support to projects as directed.

11. Take a proactive approach when greeting visitors, arranging meetings etc. to ensure that a positive image of the Trust is portrayed.

12. Communicate clearly and effectively:

· With colleagues, other internal departments, service users, relatives or carers, GPs and outside agencies as necessary, both face to face, by telephone, letter or electronically, whilst maintaining confidentiality at all times.

· By taking clear and concise messages as necessary in a detailed and professional manner.

Participate effectively to support the Director of Nursing and senior team to ensure administrative cover is in place for the Executive Assistant to the Chief Nursing Officer and the PA to the Director of Nursing for Quality Governance during any planned absencce

Any other duties assigned by senior staff and commensurate with the post.



To collate reports from relevant staff and submit to the relevant group meetings

To raise purchase orders and approve invoices on behalf of the Director and Deputy director of Nursing Patient Experience and Professional Standards via the trust procurement financial system.

Responsible for uploading staff leave/sickness/annual leave via the trust eroster system on behalf ofthe Director and Deputy director of Nursing Patient Experience and Professional Standards

To provide administrative support to the Director and Deputy Director of Nursing Patient Experience and Professional Standards when carrying out major incident on call duties.

To provide support and training to other administrators as and when required.

To arrange team meetings/appraisals/ supervisions with staff on behalf of the Director of Nursing Patient Experience and Professional Standards and their Deputy.

To maintain good working relationships with all staff within the Nursing Directorate & Corporate services, the Trust and outside agencies.

To attend and participate in meetings relating to general support provided to the Nursing Directorate.

To undertake on-going personal development through participation in appraisal and supervision.

To attend and participate in relevant training identified through supervision and appraisal.


This advert closes on Wednesday 7 Aug 2024

To provide high-quality reception, front of house, clerical and administrative service to patients, service users, carers and anyone who access the Trust services.

The post holder will be responsible for ensuring the provision of an efficient, focused administrative service, supporting the achievement of the service and to organise and plan the work of administrative and secretarial services across the range of administrative functions that underpin the patient pathway.
1. KEY RESPONSIBILITIES

To provide a high-quality reception, administrative, clerical and secretarial service

The post holder must be comfortable working with varied professional groups.

An aptitude for continuous improvement and innovation is encouraged.

The post holder will be responsible for ensuring the provision of an efficient, focused administrative service and to organise and plan the work of administrative and secretarial services across the range of administrative functions that underpin the patient pathway.

The post holder will work closely with the Admin Managers and support them to oversee the team.

To co-ordinate the administrative function and duties within the teams to deliver an efficient and effective service that supports, complies and aligns with the Trust values, policies and the provision of a high-quality service and care.

Responsible for ensuring compliance with Trust policies and local protocols such as Data Protection, Data Quality and Record Keeping, Health and Safety, Security and Fire Safety within the administration team.

The post holder will be an active team member who supports and contributes to the effective operation of a multi-disciplinary team.



Confidentiality

The post holder must at all times maintain a complete confidentiality of the material and information that they handle. Any matters of a confidential nature, or in particular, information relating to diagnoses and treatment of patients and individual staff records must not, under any circumstances, be divulged or passed on to any unauthorised person or persons. The postholder must respect patient named confidentiality in keeping with “Caldicott principles”.

Code Of Conduct

North London Mental Health Partnership has a code of conduct for all non-registered staff in a direct care role. As an employee of the Partnership, you are expected to comply with this code at all times, and any breach of it whilst in practice will be investigated by the Trust.

Copies of the code of conduct can be obtained from the Human Resources Department and it is also available on the Camden and Islington NHS/Barnet Enfield and Harringay intranet.


• Responsibility for Administration

The postholder will proactively support and work with the team admin manager (s) to oversee the team’s work and ensure work/tasks are shared, distributed and completed to standard and to deadline.
• The post holder’s duty will encompass regular liaison regarding the maintenance of the appointment’s diary, typing of letters and reports, taking and transcribing minutes at meetings as necessary, organise meetings as requested, including preparation of agendas, telephone liaison as necessary with external agencies and making appointments at the request of the service.
• The post holder will assist in the maintenance of records, filing and photocopying and any duties essential to the comprehensive administrative/ secretarial support service you will provide.
• To receive information/referrals, both verbally and in writing from patients, GP’s, trusted referrers, carers, and staff which require tact and sensitivity.
• To ensure all messages given verbally, in writing or by telephone are passed on to the correct discipline within reasonable/an agreed timescale.
• To receive incoming post and emails, collating with previous correspondence before passing to the team.
• To deal with correspondence on behalf of the team.
• Photocopying and collating documents as required.
• To take minutes of meetings, e.g., clinical governance, business meeting etc.
• To process office stationery and procurement orders/invoices.
• To maintain accurate records for service users.
• To undertake any other duties as may reasonably be required of you by the service.


This advert closes on Wednesday 20 Mar 2024