Job summary
37.5 hours per week.
An exciting opportunity has arisen for a highly motivated
and enthusiastic individual to join the Psychiatric Liaison Service, based at
Derriford Hospital, employed by Livewell. This role is 37.5 hours per week,
this will include some weekends. The post holder will be supporting highly
skilled mental health consultants and clinicians. Our service operates 7 days a
week, 24hours a day, therefore shift patterns will be up to 12hours but this
can be negotiated.
Main duties of the job
The post holder will undertake a dual/merged role of medical
secretary and team secretary within this developing service. This will include
providing secretarial and administrative support to the Liaison Team and
leadership.
The post holder will provide a comprehensive medical
secretarial service to the team psychiatrists, largely made up of consultants.
A thorough working knowledge of complex medical terminology will be required
for this post, with an expectation of flexible working and ability to work
without direct supervision and managing ones own workload.
This role may not be eligible for sponsorship under the Skilled Worker route; please refer to the Direct Gov website for more information with regards to eligibility.
Please note that Livewell may close the job advertisement earlier than the specified deadline if a high number of applications are submitted. Therefore, we recommend you submit your application at the earliest opportunity.
All Livewell staff are expected to be able and willing to work across a 7- day service.
The post holder will support the team in secretarial duties
working across the week to provide continuity of information across the busy
service.
About us
Livewell Southwest is an independent, award-winning social enterprise delivering integrated health and social care services across Plymouth, South Hams, and West Devon, with specialist services in parts of Devon and Cornwall. Our teams work in community hospitals, GP practices, sports centres, and health hubs.
As an organisation with a strong social conscience we are guided by our values, kindness, respect, inclusivity, ambition, responsibility, and collaboration. We focus on transforming services to ensure sustainability, while empowering staff and those we serve.
We involve the people we care for, along with their families and carers, in shaping the care they receive, striving to deliver the right care at the right time and place. Centering our work on individual needs helps people lead healthy, independent lives.
We prioritise employees' development, offering protected CPD time, training pathways, leadership programs, and funding for qualifications like the Care Certificate and Nurse Training Scholarships. Our induction and preceptorship programs ensure a smooth transition into our organisation.
Livewell Southwest values diversity and encourages applications from all sections of the community, including those with armed forces experience, lived experience of mental health, neuro-diverse conditions and learning disabilities. If you need assistance or reasonable adjustments during the application process, contact the Recruiting Manager listed in the job advert.
Job description
Job responsibilities
Key Tasks and Responsibilities of the Post
The post holder will liaise with patients, health
professionals and other agencies as required.
Communication and Relationship Skills.
The post holder will liaise with patients, health
professionals and other agencies as required.
The post holder will have excellent communication skills, be
aware of the importance of maintaining confidentiality.
The post holder will ensure prompt updating of the
electronic record keeping system in relation to staff/patient activities and
will input data into the computer system regarding referrals, episodes,
contacts and discharges in line with existing policies.
The post holder will co-ordinate staff activities and keep
team diary up to date.
The post holder will have the ability to receive information
and ensure it is passed on as appropriate.
The post holder will have the ability to communicate clearly
and effectively over the telephone within the boundaries of confidentiality.
The post holder will maintain accurate, timely electronic
records and ensure that they are kept safely in accordance with LWSW polices,
including the Data Protection Act (1998) and the LWSW Confidentiality
Policy.The post holder will demonstrate a positive attitude to mental health,
attending to patients with respect and courtesy.
Knowledge, Training and Experience
The post holder will be responsible for updating knowledge
and skills, including LWSW mandatory training and adhere to policy and
legislation relating to the team and the post.
To support staff in keeping up to date records of all staff
training, collate information and provide the training department with regular
report.
Analytical and Judgement Skills
Ability to deal with emergency telephone calls and act as
appropriate with the support and supervision of qualified nursing/medical
staff.
Planning and Organisational Skills
The post holder will have the ability to plan and prioritise
their own workload on a day-to-day basis.
The post holder will attend, minute and take part in
multi-disciplinary team meetings
The post holder will have the ability to plan meetings and
accommodation as required.
The post holder will have the ability to liaise with other
services to arrange appointments.
The post holder will be responsible for keeping information
and resources kept on notice boards up to date.
Physical Skills
The post holder will have competent keyboard skills.
Responsibilities
To take responsibility for the allocation of work and ensure
it is completed within given timescales, working with the administration and
clerical teams to ensure continuity of service.
To assist in the recruitment and selection of administration
and clerical staff.
To manage diaries for doctors.
To train new admin and clerical staff members as required.
To ensure the provision of a quality administration service
to all members of the multi-disciplinary team, incorporating the production of
letters, assessments, and client case notes and other service related
documentation.
To ensure local policies and procedures are adhered to as
well as LWSW policies and procedures.
To assist in the projection, management and development of
new admin and clerical systems and processes as and when required ensuring the
service runs effectively.
To provide general administrative and secretarial support to
the Liaison Psychiatry Team, Team Manager and duty Medic/Consultant, including
prompt updating of electronic record keeping system in relation to
staff/patient activities and will input data into computer system regarding
referrals, episodes, contacts and discharges in line with existing policies.
The post holder will be based at Derriford Hospital but
might require traveling across locality.
The post holder will provide typing, filing, ordering
stationary, arranging and contributing to meetings including taking minutes.
The post holder will be able to work flexible hours across 7
days a week.
The post holder will need to have the basic knowledge and
skills to be able to audio type dictation from the Consultant/Medics.
Job description
Job responsibilities
Key Tasks and Responsibilities of the Post
The post holder will liaise with patients, health
professionals and other agencies as required.
Communication and Relationship Skills.
The post holder will liaise with patients, health
professionals and other agencies as required.
The post holder will have excellent communication skills, be
aware of the importance of maintaining confidentiality.
The post holder will ensure prompt updating of the
electronic record keeping system in relation to staff/patient activities and
will input data into the computer system regarding referrals, episodes,
contacts and discharges in line with existing policies.
The post holder will co-ordinate staff activities and keep
team diary up to date.
The post holder will have the ability to receive information
and ensure it is passed on as appropriate.
The post holder will have the ability to communicate clearly
and effectively over the telephone within the boundaries of confidentiality.
The post holder will maintain accurate, timely electronic
records and ensure that they are kept safely in accordance with LWSW polices,
including the Data Protection Act (1998) and the LWSW Confidentiality
Policy.The post holder will demonstrate a positive attitude to mental health,
attending to patients with respect and courtesy.
Knowledge, Training and Experience
The post holder will be responsible for updating knowledge
and skills, including LWSW mandatory training and adhere to policy and
legislation relating to the team and the post.
To support staff in keeping up to date records of all staff
training, collate information and provide the training department with regular
report.
Analytical and Judgement Skills
Ability to deal with emergency telephone calls and act as
appropriate with the support and supervision of qualified nursing/medical
staff.
Planning and Organisational Skills
The post holder will have the ability to plan and prioritise
their own workload on a day-to-day basis.
The post holder will attend, minute and take part in
multi-disciplinary team meetings
The post holder will have the ability to plan meetings and
accommodation as required.
The post holder will have the ability to liaise with other
services to arrange appointments.
The post holder will be responsible for keeping information
and resources kept on notice boards up to date.
Physical Skills
The post holder will have competent keyboard skills.
Responsibilities
To take responsibility for the allocation of work and ensure
it is completed within given timescales, working with the administration and
clerical teams to ensure continuity of service.
To assist in the recruitment and selection of administration
and clerical staff.
To manage diaries for doctors.
To train new admin and clerical staff members as required.
To ensure the provision of a quality administration service
to all members of the multi-disciplinary team, incorporating the production of
letters, assessments, and client case notes and other service related
documentation.
To ensure local policies and procedures are adhered to as
well as LWSW policies and procedures.
To assist in the projection, management and development of
new admin and clerical systems and processes as and when required ensuring the
service runs effectively.
To provide general administrative and secretarial support to
the Liaison Psychiatry Team, Team Manager and duty Medic/Consultant, including
prompt updating of electronic record keeping system in relation to
staff/patient activities and will input data into computer system regarding
referrals, episodes, contacts and discharges in line with existing policies.
The post holder will be based at Derriford Hospital but
might require traveling across locality.
The post holder will provide typing, filing, ordering
stationary, arranging and contributing to meetings including taking minutes.
The post holder will be able to work flexible hours across 7
days a week.
The post holder will need to have the basic knowledge and
skills to be able to audio type dictation from the Consultant/Medics.
Person Specification
Experience
Essential
- Experience of secretarial/personal assistant role including diary management. Handling various telephone enquiries. Receiving visitors. Minute taking. Experience of arranging meetings. Experience of using and maintaining filing systems. Experience of taking and transcribing formal minutes, Audio typing, using the full range of Microsoft Office suite. Working in a multi-disciplinary team.
Desirable
- Relevant experience working in a secretarial capacity
Knowledge
Essential
- Knowledge of secretarial and administrative procedures and systems. Knowledge of Microsoft Word, Outlook, Excel, Publisher, PowerPoint Excellent IT skills. Excellent communication skills dealing with patients, visitors and staff in an efficient and courteous manner over the telephone and in person Excellent written and verbal skills. Ability to work on own initiative and with minimal supervision. Ability to develop good working relationships with colleagues at all levels.
Desirable
- Knowledge of Mental Health Services and wider NHS Adult Safeguarding Child Protection. Knowledge of SystmOne Knowledge of specialist medical terms. Understanding/experience of supporting people with mental health issues.
Qualifications
Essential
- Educated to Vocational Level 3 (NVQ3) in a relevant subject or equivalent level of qualifications or significant equivalent previous knowledge & experience Maths & English GCSE Grades 4 and above or equivalent. Relevant Audio typing/medical. Intermediate word processing, MS Office word and excel. Excellent spelling, grammar and layout. Secretary/secretarial qualification or experience.
Desirable
- An appropriate qualification/CPD in audio typing and minute taking.
Specific Skills
Essential
- Sensitivity to confidential information. Ability to manage own time to ensure priorities are met and quality is not compromised. Excellent organisation skills, with a demonstrable ability to manage and prioritise workload and work methodically, efficiently and accurately to meet tight deadlines. Ability to work under pressure.
Person Specification
Experience
Essential
- Experience of secretarial/personal assistant role including diary management. Handling various telephone enquiries. Receiving visitors. Minute taking. Experience of arranging meetings. Experience of using and maintaining filing systems. Experience of taking and transcribing formal minutes, Audio typing, using the full range of Microsoft Office suite. Working in a multi-disciplinary team.
Desirable
- Relevant experience working in a secretarial capacity
Knowledge
Essential
- Knowledge of secretarial and administrative procedures and systems. Knowledge of Microsoft Word, Outlook, Excel, Publisher, PowerPoint Excellent IT skills. Excellent communication skills dealing with patients, visitors and staff in an efficient and courteous manner over the telephone and in person Excellent written and verbal skills. Ability to work on own initiative and with minimal supervision. Ability to develop good working relationships with colleagues at all levels.
Desirable
- Knowledge of Mental Health Services and wider NHS Adult Safeguarding Child Protection. Knowledge of SystmOne Knowledge of specialist medical terms. Understanding/experience of supporting people with mental health issues.
Qualifications
Essential
- Educated to Vocational Level 3 (NVQ3) in a relevant subject or equivalent level of qualifications or significant equivalent previous knowledge & experience Maths & English GCSE Grades 4 and above or equivalent. Relevant Audio typing/medical. Intermediate word processing, MS Office word and excel. Excellent spelling, grammar and layout. Secretary/secretarial qualification or experience.
Desirable
- An appropriate qualification/CPD in audio typing and minute taking.
Specific Skills
Essential
- Sensitivity to confidential information. Ability to manage own time to ensure priorities are met and quality is not compromised. Excellent organisation skills, with a demonstrable ability to manage and prioritise workload and work methodically, efficiently and accurately to meet tight deadlines. Ability to work under pressure.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
