Job overview
We are seeking an experienced Medical Secretary to provide smooth and efficient secretarial and administrative support function to the Integrated Administration Team. The successful applicant will have experience of secretarial support in a health care setting and be able to demonstrate excellent organisational and workload management skills.
It is important that our organisation has one core set of values, to provide an underlying consistency to how we all work. They identify our people and what we feel is important in our organisation.
The post holder will be expected to support their team, department and organisation to achieve the Trust’s Values in their day to day work. Here are the NELFT values, or the 5p's.
1. Putting people first
2. Prioritising quality
3. Being progressive, innovative and continually improve
4. Being professional and honest
5. Promoting what is possible – independence, opportunity and choice
Main duties of the job
Aim of the role:
The post holder will be required to provide a comprehensive and confidential secretarial and/or administrative support to the Mental Health and Wellness Team/Early Intervention in Psychosis Service to ensure the smooth running of the area including:
6. Providing secretarial support to the clinical team by undertaking audio and copy typing
7. To liaise between Consultants and their teams, with the Wards, Medical Records Personnel, Urgent Care teams, Pathway services, other Hospitals, Care Coordinators, Social Workers etc. including CPA review meetings and organising outpatient’s clinics when necessary.
8. To input and update the NHS client database (RiO) and local databases (training will be provided)
9. To undertake telephone duties, dealing with caller enquiries, making appointments, problem solving, investigations and taking accurate messages for the team
10. To make appointments for clinicians as requested
11. To undertake general office duties including photocopying, filing, faxing, shredding etc. as required
12. To provide cover for the Medical Secretaries and wider admin team as directed by the Line Manager
13. To attend relevant training, team meetings and supervision
14. The post holder is to recognise the sensitivity of the business undertaken and to ensure strict confidentiality at all times
15. To undertake other duties as appropriate to the grade
Working for our organisation
Starting with NELFT
NELFT place a great deal of importance on new starters being properly welcomed and inducted into the Trust. All new starters will join the Trust on the first Monday of each month and will undertake a comprehensive induction of up to two weeks which will include mandatory training, systems training and the allocation of equipment. As part of the process new starters will have the opportunity to also meet the executive team, senior managers and attend a number of drop in sessions focusing in engagement, health and wellbeing and key processes. The induction will be held at our head office in Rainham, Essex.
COVID-19 Vaccination
We continue to encourage all staff to ensure that they have been double vaccinated and received their booster. We recognise that taking the vaccine provides the best defence against COVID 19 for our patients, our staff and their families.
Probationary Period
This post will be subject to a probationary period. Internal applicants are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or currently a bank member of staff).
High Cost Area Supplement – London
This post also attracts payment for High Cost Area Supplement of 15% of the basic salary (minimum payment of £4,313 and a maximum payment of £5,436 per annum pro rata).
Detailed job description and main responsibilities
Please see the attached job description and person specification for further details on this vacancy.
Key Responsibilities:
16. To support clinicians by providing a comprehensive secretarial and admin service
17. Transcribe, from recorded dictation or handwritten notes, all discharge summaries, clinic letters & all other correspondence generated by consultants & their teams, detailed & complicated Reports for Courts, Tribunals, Case Conferences & Minutes of Meetings. Some reports & letters are of a distressing nature. Signing letters on behalf of medical staff as and when required.
18. To type clinical correspondence, reports, letters, statements, notifications, rota’s etc.
19. Organise systems access for new staff/distribute Induction Packs
20. Manage prescription pads
21. Keep patient records up to date on the Trust’s electronic data base. (RIO) This forms a large part of the role & training will be given as required.
22. To administer telephone calls efficiently and courteously on behalf of the clinical team addressing general enquires from the public, NHS professionals, outside agencies, voluntary organisations, Social Services, GP’s, taking and responding to messages in accordance with current good practice in Customer Care.
23. To maintain an effective paper/electronic filing systems and ensure that the filing is completed in good time
24. Ensure patient information is entered and updated on central and local recording systems in a timely fashion, including: recording new patients, clinic appointments, clinic outcomes, discharging, updating progress notes, uploading documents etc.
25. To provide a typing word/processing service including the typing of clinical letters, correspondence and confidential reports for clinicians; copy typing and other appropriate software programmes.
26. To ensure workload is managed and prioritised appropriately, frequently under pressure, without supervision, and for urgent situations to be addressed speedily
27. To support clinicians with administration of SHO training programme
28. To plan and organise diary activities, clinical and professional appointments and conference and room bookings as required
29. To organise meetings for the consultant psychiatrist as required.
30. If required, to plan and book translation and interpretation services for clients and clinicians
31. To support lead clinician with reporting requirement’s related systems to sickness absence/training request, expenses etc
32. To take minutes at meetings for the consultant psychiatrist and the B&D Early Intervention Team.
33. To take responsibility for ensuring both computerised and paper systems are operating effectively, and take action to remedy problems as they arise (including addressing network mapping and printer access, breakdowns etc.)
34. To provide ongoing RiO support to clinicians
35. To process incoming and outgoing mail including ascertaining the nature of the correspondence, date stamping and distributing accordingly
36. To undertake any required training provided by the employer
37. To comply at all times with the requirements of the Data Protection Act.
Person specification
Skills
Essential criteria
38. Good working knowledge of RiO, Outlook, Word, Excel, Power point, Access
39. Clear communication skills including excellent writing, data entry and presentation skills
Qualifications
Essential criteria
40. NVQ level 2 or equivalent standard of literacy and numeracy
Knowledge
Essential criteria
41. Handling sensitive and confidential information
Desirable criteria
42. Excellent interpersonal skills in a customer focussed environment
Experience
Essential criteria
43. Previous secretarial experience
44. Competence in audio/copy typing to produce high quality, well presented documentation
Desirable criteria
45. Experience in working as Medical Secretary
46. Experience of working in a Mental Health Organisation
Employer certification / accreditation badges
Documents to download
47. JD Medical Secretary (PDF, KB)
48. NELFT Application - Hints and Tips (PDF, KB)
Apply online now
Further details / informal visits contact
NameJanet BrameJob titleProject ManagerEmail address