Job summary
25.5 hours per week.
To ensure the delivery of an effective and competent level of administrative support and consistently deliver a client focussed service which promotes good customer service and effective working relationships.
To be responsible for managing daily administrative support in the allocated service area ensuring business priorities are met for example: maintaining records, minute taking, data inputting and reception duties.
Typing of confidential reports/letters, which may be supplied via hard copy and/or dictation, (which may contain distressing information) as requested to meet service needs.
To develop ways in which key work streams are developed and manage projects within the service area.
As Medical Secretary Manager, you will be expected to use your own initiative to manage changing service needs. You will engage with other managers to ensure that the administrative support is provided to meet operational needs.
To provide the day-to‑day supervision and line management of junior staff where appropriate.
The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will need to be flexible to carry out any other duties as may be reasonably required by their line manager.
This role may not be eligible for sponsorship under the Skilled Worker route.
Job responsibilities
* Provide the line management responsibilities of junior staff where appropriate, including performance management, absence management and appraisal
* Lead on recruitment and selection of administrative staff and support other managers with recruitment processes
* Develop workforce by providing induction, in‑post training, and updates for relevant staff
* Authorise orders and payments in accordance with business processes
* Maintain and monitor stock levels
* Provide support for purchasing within own department and where required, others
* Recording of consultant travel expenses
* Ensure an effective contact service for the public/clients that is efficient and professional, which will include managing staff resources to ensure effective cover
* Promote the image of the organisation and services by ensuring that all information and communication is up to date and suitably presented
* Be responsible for all of the Consultants incoming mail and e‑mails, whilst using discretion to deal appropriately with any mail that does not require the Consultants perusal
* Provide an efficient audio (rarely used) / copy typing and word processing service for GPs and health professionals as required, including typing of letters, reports, patient referrals, etc. in an accurate and quality manner
* Take responsibility for ensuring that internal and external communication systems are fit for purpose
* Record and monitor the Consultants attendance/absence in own diary, apply to the appropriate parties for approval of leave and obtain Consultant cover, arrange changes to the Consultant Duty Rota as necessary and again notify all parties of such changes
* Provide secretarial support for the Junior Doctors working with the Consultants following outpatients clinics
* Recording of large amounts of information relating to staff contact with patients onto Livewell Southwest database (SystmOne) on a daily basis
* Generating reports and scans from these lists
* Provide an efficient and accurate secretarial service to the Consultant and to ensure the Consultants diary of appointments is updated and confirmed with him/her on a daily basis, use discretion to make changes and communicating the changes whenever necessary
* Ensure that all complaints, compliments, concerns, comments and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately
* Retrieve medical records and assist the completion of medical/insurance records
* Respond to telephone, email and written queries on behalf of the service area including call handling where appropriate
* Manage appointments, meetings and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available
* Produce agendas and minutes for high level and confidential meetings, transcribing and distributing as necessary
* Analyse data to enable managers to monitor budgets and performance in relation to business support function
* Collate information; prepare reports and presentations pertaining to the service area at the request of the service manager
* Provide cover for members of the secretarial team during periods of sickness and annual leave
* Produce information for service area users with support of service managers
* Ensure that the corporate support function complies with all Livewell policies and procedures including Data Protection, confidentiality, Health and Safety, security and safeguarding
* Be proactive and contribute ideas for improvement in the way the service is delivered
* Able to work on own initiative, prioritising work within defined policies and procedures to set timescales
* Manage specific projects as requested by the service manager and provide updates on progress
* Co‑ordinate Health and Safety within the service area, reporting faults and ensuring that work is undertaken
* Ensure that fire safety policies are adhered to within the service area
* Organise data collection to support research and development
Responsibility for people who use our services
* Contact with service users/patients needing support with their clinics or contacting the relevant consultant
* Aim to meet the needs of our patients and partners in care
* Use initiative to enhance care in innovative and imaginative ways
* Respect individual cultural differences; challenge bias & prejudice
* Provide a high quality and safe service for patients
* Maintain privacy and ensure confidential information is kept safe
Person specification
Specific skills (Essential)
* Excellent verbal and written communication skills.
* Able to use judgement and initiative to provide information and support.
* Accurate and fast typing and data entry skills.
* Ability to manage and lead a team and work within wider teams.
* Able to analyse problems and initiate appropriate solutions effectively.
* Able to apply tact and sensitivity to establish trust and support.
* Ability to use own initiative to organise own workload and that of others, setting deadlines and ensuring these are met.
* Able to compose and transcribe minutes, correspondence and reports.
* Effective time management skills.
* Empathetic approach to managing and resolving enquiries.
* Flexibility to meet competing demands within the working day.
* Able to manage difficult and distressing situations effectively.
* Flexible and adaptable, ability to learn new skills and develop role.
* Able to work as part of a team.
Additional requirements (Essential)
* An understanding of digitalised working.
Experience (Essential)
* Experience of supervising other staff members.
* Ability to handle confidential information with discretion.
* Significant previous experience of working in a senior administrative or supervisory role.
* Experience of working in a customer facing role.
* Decision making and resolving complex work‑related issues.
Qualifications (Essential)
* Educated to NVQ 4 in an administrative related subject or equivalent level of qualifications or significant equivalent knowledge, skills and previous experience.
* GCSE grade A to C in English and Maths.
Knowledge (Essential)
* Thorough working knowledge of Microsoft Office packages, i.e. Outlook, Word, Excel, etc.
* Excellent understanding of general office working procedures.
Pay scheme / Band / Salary
Agenda for change – Band 4 – £27,485 to £30,162 a year pa, pro‑rata.
Contract / Working pattern
Permanent – Part_time, Job share, Flexible working.
Location
200 Mount Gould Road, Mount Gould, Plymouth, Devon, PL4 7PY.
Employer details
Livewell Southwest – https://www.livewellsouthwest.co.uk/
Additional information
Certificate of Sponsorship and Disclosure & Barring Service Check details omitted for brevity.
Employer’s website
https://www.livewellsouthwest.co.uk/
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