Location: Torquay, TQ2 7AA
Salary: £22816.00 to £24336.00
Date posted: 25th April 2024
Closing date: 13th May 2024
Our professional responsibility is to reduce the risk of infection to others as far as possible. Getting vaccinated against diseases that can be passed person-to-person in healthcare settings is part of this responsibility. The Trust will provide advice, guidance and support on vaccinations and access to vaccinations where requested.
Job Description:
Our vision - An inclusive society where the importance of mental health and wellbeing isuniversally understood and valued.
Job Purpose
Administration services underpin all of our clinical activity at Devon Partnership NHS Trust,which means our dedicated and enthusiastic administration workforce is vital to the delivery offirst class care.
The post-holder will be responsible for providing effective and efficient clerical and administrativesupport to an assigned Consultant, associated medical staff and the multi-disciplinary teamwhere appropriate.
There will be an expectation for the post holder to be highly motivated, flexible and multi-skilledwith excellent organisational skills. The post holder will have high standard of abilities usingMicrosoft Office packages and experience of using bespoke IT systems.
The role will involve the coordination and implementation of office procedures and will require ahigh degree of organisational skills and excellent working knowledge of administrative systems.
The post holder will need to meet deadlines, collate data and maintain standards relating toadministrative processes. They will need to be able to work within a team effectively and sharework streams where appropriate.
Main duties of the job
Key Responsibilities include:
* Transcribe comprehensive dictation from audio recordings (Lexacom) into letters, reports, minutes or directly onto patient records
* Comprehensive diary management and ensuring Consultant/associated team membersare briefed and ready for meetings and appointments
* Transcribe comprehensive dictation from audio recordings into letters, reports, minutesor directly onto patient records
* Provide administrative function for the Consultant, which will include being pointof contact, production of detailed clincial letters and reports for the Consultant and associated team
* Collate and distributing reports/papers for meetings chaired by the Consultant/associatedteam and ensuring the agenda is sent out to report authors and attendees in advance
* Meeting administration: taking and distributing formal minutes; recording clear actionsand following these up to check completion; maintaining attendance records
* Supporting the Consultant and team by ensuring that records are up to date on all patient systems and that items are dealt with quickly and efficiently onappropriate finance systems
Profile:
* Excellent planning and organisation skills
* Excellent attention to detail
* Takes pride in their work and consistently strives to produce work of the highest standard
* Experience of prioritising a varied and busy workload their own and that of theConsultant they support and using initiative
* Experience of working under pressure with the ability to work to and achieve deadlines.
About us
We provide mental health, learning disability and neurodiversity services, as well as a range of specialist & secure services for the wider south west region & nationally. We are passionate about promoting good mental health & wellbeing. We strive to use the expertise & resources within our organisation, and through our partnerships, to deliver high quality services that are safe & focused on people's recovery.
We are committed to developing a culture of coproduction, involving patients, families & carers in everything we do
Our values
We not only recruit based on qualifications & experience - we recruit individuals who possess & demonstrate the behaviours which underpin our Trusts core values. These include such attributes as showing a commitment to quality of care, improving lives of others, giving respect, dignity & compassion. We can bring those values to life in our everyday tasks by giving a smile; making time for people; challenging ourselves & others, & being open to new ideas.
We are committed to being an inclusive employer & applications are encouraged & welcomed from all sections of the community, regardless of any protected characteristics as governed by the Equality Act 2010. Part time & flexible working applications will be considered & supported, where possible. We particularly encourage applicants with lived experience of mental health conditions, neurodiversity or learning disabilities. We are a Disability Confident Leader.
Job responsibilities
The role will involve the development and implementation ofoffice procedures and will require a high degree of organisational skills andexcellent working knowledge of administrative systems.
Communication andWorking Relationship Skills
* To use a variety of software packages includingMicrosoft Suite, transcription services and bespoke packages relating to Trustinformatics and patient records to produce correspondence and maintain records,spreadsheets and databases.
* To exchange factual information with people whouse our services using persuasion tact, reassurance empathy and acknowledgingbarriers to understanding.
* To document information in accordance withrecord keeping standards.
* The postholder will often be the first point ofcontact and the focal point of services; therefore clear communication skillsare required.
* To ensure that any information relating tosafety of people who use our services and others is communicated immediately tosenior team members.
* Communication with staff on work procedures andexternal agencies on behalf of the service.
* Working within a multi-disciplinary environmentensuring that communication with appropriate team members is effective andcontemporary.
* Produce clear and accurate writtencorrespondence (including the composition of adhoc routine letters) eg letters,memos, report, audio recording of minutes and use of Trust Intranet andInternet as required.
* To provide effective communication with peoplewho use our services, relatives and carers, visitors, staff and others.
* To ensure that all communication is within theboundaries of patient confidentiality and to seek guidance when unsure.
* To manage both telephone and face to facecontacts with distressed people who use our services in a supportive manner.
* Exchange verbal and written information withpatients, staff and carers relating to appointments, admissions and meetings.
* Deal with enquiries from external stakeholdersand the public.
* Be an integral link and point of contact betweenand for the Consultant and the wider team.
Analytical andJudgemental Skills
* Judgement involving facts or situations, somerequiring analysis.
* Keep appropriate statistical records/informationas and when required by the team/service for audit purpose.
* Provide statistical returns when required whichmay involve entering statistical data onto data bases.
* Maintain and monitor service/department staffrecords, eg annual leave, training and personal contact information andproactively support cover arrangements in times of absence.
* To receive and open mail (paper and electronicas necessary) and distribute/despatch accordingly ensuring appropriate actionis taken with high priority material.
* To manage both telephone and face to facecontacts with distressed service users in a supportive manner.
* Exercise judgement when dealing with patientinquires, analyse and resolve non-clinical patient problems.
* Resolve conflicting diary appointments orschedules.
* Prioritise own tasks, exercising a degree ofindependence, initiative and judgement.
* Assess situations, identify and resolvepotential problems within own skill set.
* Refer and seek guidance on issues outside ofpost holders level of competency or authority to line manager.
* Deliver excellent levels of service by regularlyassessing, problem solving, evaluating and reporting to line manager in atimely proactive manner when these standards have not been met, and enablingappropriate action to be taken. Implement planned actions and response,communicating changes as appropriate.
Planning andOrganisational Skills
* Arrange meetings, hospitality, venues,distributing agendas/notes and managing multiple diaries.
* Contribute to the smooth running ofadministrative systems for the Consultant including management of generic emailaccounts and electronic and paper filing systems as well as other forms ofcorrespondence.
* Using appropriate electronic systems, ie roombooking system to adjust appointment/meeting times as required.
* Arrange meetings and appointments for members ofthe team.
* Plans own workload to ensure that weekly,monthly, quarterly and annual tasks are met.
* Adjust clinic times as required.
Responsibility forPatient/Client Care, Treatment and Therapy
* Act as a principle point of contact forindividuals from within/outside the Trust, people who use our services andmembers of the public where appropriate.
* Assist patients during incidental contact, toprovide non-clinical advice or information to patients/relatives or carers.
* Type patients reports/correspondence, dealswith telephone/face to face enquiries from patients.
* Input accurate and up to date patient data ontothe electronic records system.
* Communicate information relating toappointments.
Responsibility forPolicy and Service Development Implementation
* May be asked to contribute to audit and researchprojects within the service to inform service development and standards.
* This will include the utilising the most up todate templates as required by the Corporate Development Service.
* Engage in local review of administrationservices.
* Adhere to all Trust and departmental policiesand procedures relating to their role.
* Maintain and continue to improve knowledge andunderstanding of the Trust/Service including systems, policy and currentissues, particularly to own area of work.
* Comply with local administrative procedures.
Responsibility forFinance, Equipment and Other Resources
* May be required to order and maintain stationeryand stores stocks using the procurement systems; may be responsible for pettycash float.
* Maintain the safe keeping of Trust property. Anyconcerns regarding misuse shall be raised immediately with the Trust CounterFraud Specialist.
* Ensure the proper use of the Trust resources,such as stationary, telephone usage photocopying and other consumables usedwithin the course of business.
* Ensuring minimal waste and cost. Suggestefficiency savings to more senior staff.
Responsibility forHuman Resources, e.g. Supervision, Training, HR Advice and Management
* The postholder has no managerial supervisionresponsibility but is expected to be a good example to other staff and usetheir experience to assist/guide new starter induction.
Responsibility forInformation Resources and Administrative Duties
* Use of Internet, Intranet, patient records,electronic file storage systems to access and extract information as needed.
* Take and distribute formal minutes as necessary.
* The post holder will be partly responsible forensuring accurate and up to date data is recorded onto electronic recordssystems, and that this information is communicated with the team and otherprofessionals as required.
Person Specification
Knowledge
* Evidence of continuing professional and personal development
* Intermediate IT skills in Microsoft Office Packages, ie Word, Excel, PowerPoint and Outlook.
* Working knowledge of a range of administrative procedures including diary management and arranging
* appointments
* Experience or understanding of creating electronic records, electronic filing systems
* Electronic data base management.
* Ability to manage diverse workload whilst dealing with frequent interruptions
* Ability to meet deadlines and to work under pressure
* Exceptional organisational skills and ability to prioritise
* Ability to work both independently and as part of a team
* Ability to provide a high standard of secretarial support for meetings e.g. organising, booking venues and minute
* taking
* Knowledge of our business and how it supports patient care
* Advanced Keyboard skills
Qualifications
* RSA 3 Word Processing or equivalent level of experience in practice.
* NVQ3 in administration or equivalent level administrative knowledge and experience
* GCSE English or equivalent
* ECDL (European Computer Driving Licence).
* Shorthand or Speedwriting
* AMPSPAR or BSMA Certificate in Medical Terminology or equivalent qualification
Experience
* Proven medical secretarial experience in the NHS Inpatient Environment
* Proven information governance knowledge and experience
* Proven experience prioritising a varied and busy workload, your own and that of the consultant you support, and using initiative often under pressure and to deadlines.
* Experience of working as part of a team
* Experience of dealing with confidential and complex information
* Ability to take accurate formal and informal minutes
* Demonstrate good numeracy and literacy skills
* Experience of general office routine and filing systems
* Experience of Audio transcription
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 for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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