Job summary
Team Secretary/Administrator Band 4 - 37.5 hours per week
City & Hackney Mental Health Neighbourhood Team
An opportunity has arisen for a medical secretary/administrator in the City & Hackney Mental Health Neighbourhood Team.
We are looking for an experienced team secretary/administrator, familiar with a range of administrative procedures. Working within an admin pool, you will be providing comprehensive secretarial and administrative support to the consultants in the team, junior doctors, and members of the wider multidisciplinary team. You will also be required to cover reception as and when this is needed.
You will be working within a busy and demanding environment and will need flexibility and the ability to prioritise tasks. Computer literacy, minute taking experience, excellent communication skills both verbal and written, are required. An understanding of working in a mental health environment is desirable.
Please start your supporting statement with three specific reasons why you should be shortlisted.
For further information regarding this post please contact Avis Lewallen on 07551 675943.
Main duties of the job
Formatting and checking clinical correspondence, reports, letters to GPs, the legal progression, service users and other agencies.
To organise all clinic appointments on RiO and liaise with care coordinators over home visits on behalf of consultants and junior doctors.
To arrange any support required to facilitate clinical appointments such as booking interpreters and booking clinic rooms.
To be the first point of call for the consultants and junior doctors, taking all incoming messages and disseminating them in an appropriate and timely manner.
To provide administrative support to the wider staff members of the multidisciplinary team.
To provide support to the wider team, providing cover and particularly reception cover when needed.
About us
Our mission is to make a positive difference to people's lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive - so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.
Job description
Job responsibilities
Formatting and checking clinical correspondence, reports, letters to GPs, the legal progression, service users and other agencies.
To organise all clinic appointments on RiO and liaise with care coordinators over home visits on behalf of consultants and junior doctors.
To arrange any support required to facilitate clinical appointments such as booking interpreters and booking clinic rooms.
To be the first point of call for the consultants and junior doctors, taking all incoming messages and disseminating them in an appropriate and timely manner.
To provide administrative support to the wider staff members of the multidisciplinary team.
To provide support to the wider team, providing cover and particularly reception cover when needed.
To maintain the patient information system, RiO, by uploading all correspondence and ensuring other related information such as diagnosis and appointment outcomes are entered. Also to maintain data quality by updating any patient related demographic information changes and to main confidentiality at all times in line with Trust policies.
To be responsible for taking minutes when necessary at team meetings, safeguarding/Best Interest/professional meetings.
Job description
Job responsibilities
Formatting and checking clinical correspondence, reports, letters to GPs, the legal progression, service users and other agencies.
To organise all clinic appointments on RiO and liaise with care coordinators over home visits on behalf of consultants and junior doctors.
To arrange any support required to facilitate clinical appointments such as booking interpreters and booking clinic rooms.
To be the first point of call for the consultants and junior doctors, taking all incoming messages and disseminating them in an appropriate and timely manner.
To provide administrative support to the wider staff members of the multidisciplinary team.
To provide support to the wider team, providing cover and particularly reception cover when needed.
To maintain the patient information system, RiO, by uploading all correspondence and ensuring other related information such as diagnosis and appointment outcomes are entered. Also to maintain data quality by updating any patient related demographic information changes and to main confidentiality at all times in line with Trust policies.
To be responsible for taking minutes when necessary at team meetings, safeguarding/Best Interest/professional meetings.
Person Specification
Education/ Qualification/ Training
Essential
- oEducated to NVQ level 4 or equivalent required or NVQ level 3 and additional knowledge of service/NHS gained through courses or experience.
Desirable
Experience
Desirable
- oExperience working in NHS.
Skills and Abilities
Essential
- oComputer Literacy and word processing skills: Windows, MS Word, Power Point and Excel. 40-45 wpm typing speed.
- oData entry skills
- oGood communication and interpersonal skills including the ability to communicate effectively verbally and in writing
- oAbility to prioritise workload, and plan and organise own time effectively and work under pressure.
- oExercise own judgement when dealing with enquiries from patients, parents/carers or other professionals.
- oAbility to act independently, and on own initiative.
- oAbility to work as part of a multi-disciplinary team in a pressured environment
- oAble to work to deadlines.
- oExcellent organizational skills.
Desirable
- oKnowledge of Rio/Patient Administration systems
- oApplication of technology in the office i.e. Email and Networking
Person Specification
Education/ Qualification/ Training
Essential
- oEducated to NVQ level 4 or equivalent required or NVQ level 3 and additional knowledge of service/NHS gained through courses or experience.
Desirable
Experience
Desirable
- oExperience working in NHS.
Skills and Abilities
Essential
- oComputer Literacy and word processing skills: Windows, MS Word, Power Point and Excel. 40-45 wpm typing speed.
- oData entry skills
- oGood communication and interpersonal skills including the ability to communicate effectively verbally and in writing
- oAbility to prioritise workload, and plan and organise own time effectively and work under pressure.
- oExercise own judgement when dealing with enquiries from patients, parents/carers or other professionals.
- oAbility to act independently, and on own initiative.
- oAbility to work as part of a multi-disciplinary team in a pressured environment
- oAble to work to deadlines.
- oExcellent organizational skills.
Desirable
- oKnowledge of Rio/Patient Administration systems
- oApplication of technology in the office i.e. Email and Networking
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).
