Job summary
30 hours per week.
Livewell Southwest Community Substance use services are looking to recruit a band 3 medical secretary to join our team for 30 hours per week .This is an exciting opportunity to join our expanding service at a time of service development.
The role will be based in Livewell community substance use services, co-located at harbour working with a multidisciplinary team of nurses, doctors, non-medical prescribers, social workers, community support workers , medical secretaries and psychologists. The role will be responsible for the management of administration for the complex needs team and psychology team, in addition to supporting the medical secretary team.
The service work with people living in Plymouth who use substances, offering evidenced based interventions, such as OST prescribing, key working, dual diagnosis and community detox programmes.
Livewell Community Substance use services form part of the Plymouth Alliance,
working in partnership with Harbour, Hamoaze, BCHA, PCC, Shekinah and The Zone.
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 staff are expected to be able and willing to work across a 7 day service.
Main duties of the job
Your role will be to provide a comprehensive, effective and timely
secretarial support to -Livewell Community Substance misuse service Non-medical
prescribers and Doctors.
Your role will be to provide admin support to the complex needs and psychology team, managing waiting lists , referrals and booking of appointments using systemone.
You will actively organise own
workload in an efficient and productive manner. You will liaise with all colleagues within the
multidisciplinary team, and with internal departments and external agencies to
ensure the continuity of patient treatment.
Your role is to support the
doctors, Non-Medical prescribers and MDT and a flexible approach is
required. Duties will include audio
typing, copy typing letters, updating Halo & Systemone, managing the annual
leave for the doctors, recording absences, managing diaries, booking Reviews,
answering telephones, liaising and coordinating meetings, minute taking and
supporting audit work within the team. Excellent organisational skills, good
communication skills, a flexible approach, good time management and the ability
to prioritise work and manage stress well.
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.
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
Your role will be to provide a comprehensive, effective and timely
secretarial support to -Livewell Community Substance misuse service Non-medical
prescribers and Doctors.
You will actively organise own
workload in an efficient and productive manner. You will liaise with all colleagues within the
multidisciplinary team, and with internal departments and external agencies to
ensure the continuity of patient treatment.
Your role is to support the
doctors, Non-Medical prescribers and MDT and a flexible approach is
required. Duties will include audio
typing, copy typing letters, updating Halo & Systemone, managing the annual
leave for the doctors, recording absences, managing diaries, booking Reviews,
answering telephones, liaising and coordinating meetings, minute taking and
supporting audit work within the team. Excellent organisational skills, good
communication skills, a flexible approach, good time management and the ability
to prioritise work and manage stress well.
Please see attached Job description for additional information.
Job description
Job responsibilities
Your role will be to provide a comprehensive, effective and timely
secretarial support to -Livewell Community Substance misuse service Non-medical
prescribers and Doctors.
You will actively organise own
workload in an efficient and productive manner. You will liaise with all colleagues within the
multidisciplinary team, and with internal departments and external agencies to
ensure the continuity of patient treatment.
Your role is to support the
doctors, Non-Medical prescribers and MDT and a flexible approach is
required. Duties will include audio
typing, copy typing letters, updating Halo & Systemone, managing the annual
leave for the doctors, recording absences, managing diaries, booking Reviews,
answering telephones, liaising and coordinating meetings, minute taking and
supporting audit work within the team. Excellent organisational skills, good
communication skills, a flexible approach, good time management and the ability
to prioritise work and manage stress well.
Please see attached Job description for additional information.
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
- Experience of audio typing
- Experience of using the full range of Microsoft Office suite
- Experience of working in a multi-disciplinary team
- Experience of using Systemone
Knowledge and Skills
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
- 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
Desirable
- Knowledge of Mental Health Services and wider NHS
- Adult Safeguarding
- Child Protection
- Knowledge of SystmOne
- Knowledge of iPMS
- Knowledge of specialist medical terms
Qualifications
Essential
- Educated to Vocational Level 3 (NVQ3 ) in a relevant subject or equivalent level of qualifications or significant equivalent previous knowledge & experience
- Relevant Audio typing/medical secretary/secretarial qualification
- Minimum 5 GCSE level or equivalent, to include English and Maths
- Intermediate word processing, MS Office word and excel
- Keyboard skills: minimum typing speed of 50 wpm
- Excellent spelling, grammar and layout.
- Evidence of continuing professional development
Desirable
- Medical Secretary/PA Diploma
- AMSPAR Level 2 Medical Terminology
- Audio Typing
- Minute Taking
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
- Experience of audio typing
- Experience of using the full range of Microsoft Office suite
- Experience of working in a multi-disciplinary team
- Experience of using Systemone
Knowledge and Skills
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
- 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
Desirable
- Knowledge of Mental Health Services and wider NHS
- Adult Safeguarding
- Child Protection
- Knowledge of SystmOne
- Knowledge of iPMS
- Knowledge of specialist medical terms
Qualifications
Essential
- Educated to Vocational Level 3 (NVQ3 ) in a relevant subject or equivalent level of qualifications or significant equivalent previous knowledge & experience
- Relevant Audio typing/medical secretary/secretarial qualification
- Minimum 5 GCSE level or equivalent, to include English and Maths
- Intermediate word processing, MS Office word and excel
- Keyboard skills: minimum typing speed of 50 wpm
- Excellent spelling, grammar and layout.
- Evidence of continuing professional development
Desirable
- Medical Secretary/PA Diploma
- AMSPAR Level 2 Medical Terminology
- Audio Typing
- Minute Taking
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).
