Team Secretary

• To attend multi-disciplinary meetings, ward rounds and case conferences to take minutes, ensuring timely production and distribution to all concerned as and when required.
• To arrange meetings, including the organisation of venue and catering arrangements as requested.
• Communicate with all disciplines within the Team and across the Directorate as well as clients, carers, GPs, Pharmacies and other agencies involved in client care.
• Receive telephone calls from patients, relatives, GPs and other professionals involved in patients' care, seeking advice and guidance from senior staff on more complex issues.
• Liaise with other departments and hospital as necessary.
• To liaise with other team members to ensure that all patients notes/client files are available when required.
• Ensure relevant clinical information is supplied to the coding department.
• Maintain Consultant's diary.
• Use a variety of communication and interpersonal skills and have the ability to foster good working relationships at all levels. Will need to receive and transmit routine information requiring tact, persuasive and empathetic skills when dealing with distressed clients and carers in person or by phone and be aware of the reporting system should an incident occur.

Essential

• Educated to GCSE level (or equivalent) including English, or equivalent relevant experience
• Good working knowledge of medical terminology

Desirable

• Formal secretarial or administrative qualification (e.g. NVQ, RSA, AMSPAR or equivalent)
• Awareness of mental health services and multidisciplinary team working

Essential

• Proven experience in an administrative or secretarial role, preferably within health or social car
• Experience of medical audio and copy typing
• Experience of minute-taking and diary management
• Experience of working in a busy, pressurised environment with competing priorities

Desirable

• Previous experience working within an NHS or healthcare setting
• Experience supporting a Community Mental Health Team (CMHT) or similar clinical service
• Experience of using clinical systems (e.g. PAS, WPAS, ESR, or other NHS systems)

Essential

• Ability to work independently, using own initiative to manage workload and resolve problems
• Excellent organisational and time-management skills
• Strong written and verbal communication skills, with the ability to liaise professionally with service users, carers, clinicians, and external partners
• Ability to prioritise tasks effectively and meet deadlines
• High level of attention to detail and accuracy

Desirable

• Confidence in managing complex and competing demands with minimal supervision
• Ability to contribute ideas to improve administrative processes and patient experience
• Ability to problem-solve effectively in a fast-paced clinical environment
• Welsh language speaking/listening skills at Level 3 or above

Essential

• Enthusiastic and motivated with a positive, flexible attitude
• Commitment to team working, service improvement, and improving patient experience
• Professional, approachable, and compassionate manner

Desirable

• Resilient and adaptable, with the ability to remain calm under pressure
• Keen interest in continuous improvement and service development
• Willingness to support colleagues and share knowledge within the team