An exciting opportunity has arisen for a Clinical Administrator/Secretary to join the Help for Psychology team, working 5 days a week with core hours of 9 am to 5 pm. We are an NHS Right to Choose provider.
You would be expected to provide efficient and effective secretarial support to our Consultant Child and Adolescent Psychiatrist and associated medical staff, taking responsibility for managing our NHS ADHD prescribing pathway and assisting in the organisation of the Consultant's private caseload.
In addition, you will be responsible for supporting the administration team in dealing with referrals from local GPs and arranging and managing appointments for patients attending our clinic for both Autism and ADHD assessments. You will also provide support with proofreading and sending out assessment reports.
Key requirements for this role include a positive, proactive approach, strong work ethic, and excellent communication skills. You will be comfortable responding to patient and carer queries via telephone, and able to work both independently and as part of a dedicated team. Experience with Google Workspace or Microsoft Office is desirable.
A degree of office based and flexible working from home is available but will need to be discussed to ensure that this supports service needs and demands.
Job Responsibilities
* Provide efficient and effective medical secretarial support to the consultant and other medical staff, and assist in the organisation of the consultant's workload.
* Act on own initiative and provide cross cover/support for other members of the administration team as necessary to facilitate effective service function.
* Produce accurate, high quality medical correspondence in a timely manner to adhere to KPIs set by the NHS.
* Keep records of medication prescribed and submit a monthly report.
* Support the administration team in coordinating appointment bookings and room allocation.
* Meet and greet patients and their families, deal with incoming telephone queries and signpost where appropriate.
* Record accurate messages and follow them up appropriately.
* Use own initiative to organise, prioritise and coordinate workload, ensuring deadlines are met.
* Prioritise and organise distribution of incoming and outgoing mail (including e‑mail).
* Maintain all case notes to provide a full and accurate record of patients' clinical progress.
* Be the point of contact for referral into the service, registering referrals, and supporting booking of initial assessments within NHS timescales.
* Take responsibility for discharging patients back to their GP and keeping a record of when annual medication reviews are needed, providing clinical coders with diagnostic information from the discharge summary.
* Photocopy, scan and shred as required.
* Maintain strict confidentiality pursuant to the Data Protection Act.
* Be aware of security systems on site.
* Suggest improvements for smooth running of the administration department and the consultants' team.
* Comply with Health and Safety policies, reporting all accidents and incidents to the manager.
* Participate in supervision and appraisal processes as necessary.
Qualifications
* GCSE or equivalent in English or level two Literacy
* Sound keyboard and IT skills
* Specific secretarial qualifications, or experience, preferably gained in a medical environment
Experience
* Substantial experience in a secretarial or senior administrative role
* Excellent organisational skills
* Ability to accept and manage change
* Must be reliable and able to work under pressure with deadlines under own initiative
* Good time management skills and able to prioritise workload
* Approachable, adaptable and flexible
* Patient focused and self‑motivated
* Good communication skills to ensure that patients, staff and carers are treated in a polite and efficient manner, using tact and confidentiality at all times.
* Experience of people with neurodevelopmental conditions – autism and/or ADHD
* Experience of working as part of a team in a busy office
* Diary management, including electronic diary management
* Previous experience in a medical or NHS setting
* An understanding of Google Workspace
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Additional Information
Salary: £28,000 – £31,000 per annum (subject to experience).
Flexibility for office based and remote working arrangements can be discussed to support service needs.
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