Job summary
We are looking for a self motivated and experienced individual who would welcome the opportunity to work within a multi-disciplinary Learning Disability Community Clinical Team. You will be based within the Harrogate and District Learning Disability (LD) Team and you will be part of the wider North Yorkshire and York Learning Disability (NYYLD) Service of which there are four Community Teams, based in York, Scarborough and Northallerton. The teams provide specialist health services to adults with a learning disability across the locality. This provides benefits such as cross team working, professional peer support and sharing of good practice.
The primary role is to provide a full Medical Secretarial Service to the team's Consultant Psychiatrist and at times to the Medical Staff across the service. In addition to provide senior administration duties to the members of the Admin Team, whilst working together to maintain standard systems and processes for both local and across the wider NYYLD Teams.
This is an exciting opportunity to work within this very proactive friendly team by working collaboratively and contributing to the Multi-Disciplinary Team to support continual improvement and developments.
Main duties of the job
You will be required to support and maintain standard systems and processes set out by the Trust and locally. The successful candidate will need to have very good IT and organisational skills. The ability to prioritise workload, work under pressure to meet deadlines and demonstrate a flexible, motivated attitude to work will also be essential. Very good interpersonal and communication skills at all levels are required.
Previous Medical Secretarial/Clinical Secretarial/Personal Assistant experience is essential. A minute taking qualification or experience would be desirable. It is expected that applicants can evidence a good standard of general education and sound IT knowledge and experience, with competency in all Microsoft Office Applications being essential. Applicants should hold EITHER: BTEC Diploma/Level 3 Diploma in Team Leader/Supervisor or equivalent (ie NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Diploma in Team Leader/ Supervisor within an agreed timescale.
About us
The Admin Team consists of a Medical Secretary/Admin Lead , Team Secretary and Receptionists. There are strong working links between these posts and the wider clinical team.
The Harrogate and District LD Team and provide a comprehensive specialist health service to adults with a learning disability and their support networks within the geographical area. We work in partnership with our patients, communities and partners to help the client group feel safe, understood, believed in and cared for.
We connect with our communities and partners to ensure the right support is offered to the learning disability client group.
Job description
Job responsibilities
The main duty is to provide a full Medical Secretary Service and Team support i.e. arranging clinics, managing diaries, taking minutes, supporting the processing of referrals and reports. In addition toacting as first point of contact for service users, families and carers dealing with a range of enquiries or concerns in person or over the telephone related to the clinical consultants work.
You will also oversee the junior members of the admin team providing supervision and support with standard processes and systems.
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.
Additional contact details: Austin Barnett, Team Manager
austin.barnett1@nhs.net
Job description
Job responsibilities
The main duty is to provide a full Medical Secretary Service and Team support i.e. arranging clinics, managing diaries, taking minutes, supporting the processing of referrals and reports. In addition toacting as first point of contact for service users, families and carers dealing with a range of enquiries or concerns in person or over the telephone related to the clinical consultants work.
You will also oversee the junior members of the admin team providing supervision and support with standard processes and systems.
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.
Additional contact details: Austin Barnett, Team Manager
austin.barnett1@nhs.net
Person Specification
Qualifications
Essential
- EITHER: BTEC Diploma/Level 3 Diploma in Team Leader/Supervisor or equivalent (ie NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Diploma in Team Leader/ Supervisor within an agreed timescale
- IT Qualification (ie: ITQ Level 2 / ECDL / RSA / CLAIT) OR Equivalent knowledge gained through relevant work experience
- Key skills in literacy and numeracy Level 2 or O'Level (Grade C and above) / New GCSE in Maths and English (Grade 4 to 9)
Desirable
- Digital dictation or audio-typing qualification
- IT Digital Training or willingness to complete
Experience
Essential
- Significant secretarial experience in a clinical environment.
- Experience of participation in service and quality improvement initiatives
- Where applicable, experience of supervising/training junior administrative staff
Knowledge
Essential
- Comprehensive knowledge of secretarial and administrative procedures and the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines
- Comprehensive knowledge of all Microsoft Office applications.
- Working knowledge of medical/psychological terminology
Skills
Essential
- Copy type and transcribe accurately from audiotape and/or shorthand. Touch typing at 50+ wpm required
- Demonstrate good organisational and diary management skills to include co-ordination of meetings and associated duties
- Communicate effectively in the English language and demonstrate both verbal and written comprehension skill
- Work on own initiative, prioritise work and consistently meet deadlines
- Depending on work area, lead, motivate and manage staff in a positive manner to facilitate delivery of an effective service
Person Specification
Qualifications
Essential
- EITHER: BTEC Diploma/Level 3 Diploma in Team Leader/Supervisor or equivalent (ie NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Diploma in Team Leader/ Supervisor within an agreed timescale
- IT Qualification (ie: ITQ Level 2 / ECDL / RSA / CLAIT) OR Equivalent knowledge gained through relevant work experience
- Key skills in literacy and numeracy Level 2 or O'Level (Grade C and above) / New GCSE in Maths and English (Grade 4 to 9)
Desirable
- Digital dictation or audio-typing qualification
- IT Digital Training or willingness to complete
Experience
Essential
- Significant secretarial experience in a clinical environment.
- Experience of participation in service and quality improvement initiatives
- Where applicable, experience of supervising/training junior administrative staff
Knowledge
Essential
- Comprehensive knowledge of secretarial and administrative procedures and the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines
- Comprehensive knowledge of all Microsoft Office applications.
- Working knowledge of medical/psychological terminology
Skills
Essential
- Copy type and transcribe accurately from audiotape and/or shorthand. Touch typing at 50+ wpm required
- Demonstrate good organisational and diary management skills to include co-ordination of meetings and associated duties
- Communicate effectively in the English language and demonstrate both verbal and written comprehension skill
- Work on own initiative, prioritise work and consistently meet deadlines
- Depending on work area, lead, motivate and manage staff in a positive manner to facilitate delivery of an effective service
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).
