Personal Medical Secretary

Mersey Care NHS Foundation Trust

The closing date is 30 March 2025

Job summary

You will be part of the Administration Team at Aspen Wood based on Maghull Health Park. The newly formed team will work together to support each other in order to provide an effective administration service that supports the Consultants and Clinical Team at Aspen Wood.

It is a busy role; the successful candidate will need to have excellent organisational skills and be able to prioritise workloads on a daily basis due to competing deadlines.

You will need to have previous experience of taking minutes to a high standard and taking minutes live in a meeting.

You will work closely alongside your colleagues who will guide and assist you in preparing for audits and any reports that need submitting. Previous experience is desirable to enable the post holder to successfully get systems and processes up and running to support the Consultants.

Can all applicants please ensure that you do have certificates for any of the qualifications you include on your application form, you will need to evidence these as part of the recruitment process. Please do not note any qualifications that you cannot provide certificates.

Main duties of the job

As an experienced Medical PA, you will have an understanding of medical terminology and managing busy Consultants' diaries to maximise use of their time. You will be responsible for typing a wide variety of documentation from both manuscript and transcription recordings. You will be required to arrange internal and external meetings/visits, which may include the booking of venues and hotels.

Taking comprehensive minutes is an integral part of the role, you must be competent in taking live minutes in meetings/ward rounds, preparing for your meetings in advance, chase up outstanding actions, ensure that all clinical information is uploaded on to the clinical recording system in a timely manner, to support the Consultants'

You will be required to liaise with external agencies including: Mental Health Review Tribunal Offices; other Secure Units; Social Services; Probation Services, Home Office and HM Prison Service.

You will be based within a general office environment, in Aspen Wood, you will be motivated, flexible and committed to being part of a team that is dedicated to providing the best possible outcomes for the patients in our care. This post requires the successful candidate to work on site to support the inpatient and outpatient services.

About us

Mersey Care is one of the largest trusts providing physical health and mental health services in the North West, serving more than 1.4 million people across our region and are also commissioned for services that cover the North West, North Wales and the Midlands.

We offer specialist inpatient and community services that support physical and mental health and specialist inpatient mental health, learning disability, addiction and brain injury services. Mersey Care is one of only three trusts in the UK that offer high secure mental health facilities.

At the heart of all we do is our commitment to 'perfect care' - care that is safe, effective, positively experienced, timely, equitable and efficient. We support our staff to do the best job they can and work alongside service users, their families, and carers to design and develop future services together. We're currently delivering a programme of organisational and service transformation to significantly improve the quality of the services we provide and safely reduce cost as we do so.

Flexible working requests will be considered for all roles.

Date posted

13 March 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

350-SC7030075

Job locations

Aspen Wood Low Secure Unit

Maghull Health Park

Liverpool

L31 1HW

Job description

Job responsibilities

You will act as a main point of contact for the Consultant Forensic Psychiatrists and Junior Doctors. You will be required to support the smooth administration function at Aspen Wood. You will have experience of using Microsoft Office, inputting to clinical information systems and the ability to prepare presentations using PowerPoint. The post holder should be competent in the use of Excel, you will be required to develop and maintain spreadsheets to collect activity data on behalf of the Service.

This post is working in an inpatient setting so on site working is a requirement of this role.

You will need to ensure that clinical information is up to date, the post holder will also need to keep audits of clinical information to ensure that information is completed in a timely manner. The post holder will be required to undertake general secretarial duties such as typing (including case notes), audio transcription, photocopying, dealing with telephone enquiries, booking rooms and arranging hospitality, stationery stock control, reporting repairs and any project work as required for other disciplines as required.

Job description

Job responsibilities

This post is working in an inpatient setting so on site working is a requirement of this role.

Person Specification

Qualifications

Essential

RSA/OCR II Typing/Word Processing
Previous experience of taking comprehensive minutes
Previous experience of audio typing
Proven competence in various IT packages.
Understanding of medical terminology

Desirable

RSA Shorthand 80 wpm
Previous experience of working in the NHS or equivalent.
ECDL Qualification

KNOWLEDGE/EXPERIENCE

Essential

Experience of working at a similar level with proven admin/secretarial skills

Skills

Essential

Aware of need for confidentiality
Ability to work as part of a team
Good communication skills
Confident manner
Ability to exercise initiative and work with the minimum supervision.
Excellent interpersonal skills
Ability to ensure accuracy in all work undertaken
Awareness of pressures requiring organisational and time management skills
Understanding of people suffering from mental illness

Values

Essential

Continuous Improvement
Accountability
Respectfulness
Enthusiasm
Responsive to service users
Engaging leadership style
Strong customer service belief
Transparency and honesty
Discreet

Person Specification

Qualifications

Essential

RSA/OCR II Typing/Word Processing
Previous experience of taking comprehensive minutes
Previous experience of audio typing
Proven competence in various IT packages.
Understanding of medical terminology

Desirable

RSA Shorthand 80 wpm
Previous experience of working in the NHS or equivalent.
ECDL Qualification

KNOWLEDGE/EXPERIENCE

Essential

Experience of working at a similar level with proven admin/secretarial skills

Skills

Essential

Aware of need for confidentiality
Ability to work as part of a team
Good communication skills
Confident manner
Ability to exercise initiative and work with the minimum supervision.
Excellent interpersonal skills
Ability to ensure accuracy in all work undertaken
Awareness of pressures requiring organisational and time management skills
Understanding of people suffering from mental illness

Values

Essential

Continuous Improvement
Accountability
Respectfulness
Enthusiasm
Responsive to service users
Engaging leadership style
Strong customer service belief
Transparency and honesty
Discreet

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.