Job summary
To lead in the provision of a comprehensive, professional, effective secretarial and administrative service The post holder is the first point of reference and as such must display must possess mature judgement and maintain a calm, friendly and efficient manner when dealing colleagues and visitors. The post holder will be required to work independently using initiative and applying a high degree of confidentiality to all of their work. To undertake duties without direct supervision, working within broad procedural guidelines. The post is managed rather than supervised to participate in yearly appraisals with line manager.
To provide a consistent and high-quality Personal Assistant (PA) service to a group of Clinicians and their teams while supervising the provision of a comprehensive medical secretarial service by a group of staff. The Senior Medical Secretary will have oversight of the referral to treatment time pathway for their consultants' patients ensuring they are managed efficiently and effectively through their agreed clinical pathways and where it is not possible that the correct escalation procedures are followed.
All staff should comply with the Trust's Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity
Main duties of the job
Responsibility for ensuring all correspondence is accurately and appropriately presented.
Highly skilled and experienced in the full range of secretarial work practices, software programmes.
Use proficient internet skills to access, search and retrieve data.
Use touch typing, audio and shorthand skills as necessary in daily work
Use appropriate software and equipment on a daily basis to create a variety of documents to meet the diverse needs of the managers.
Advanced keyboard skills to be used to provide accurate and timely reports [touch typing at fast speed].
Transcribe formal minutes of meetings and distribute and store/file as necessary.
Support the managers in the interview process, dealing with associated paperwork.
Responsible for the accurate storage and retrieval of information according to the Data Protection Act 1984 and Freedom of Information Act 2000 and archiving where possible
Responsible for a number of data bases and filing systems
Use knowledge, and experience to meet the needs of the service by completing tasks on a daily basis
Update skills as necessary and attend mandatory training
Manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
Manage deadlines with unpredictable work patterns
Concentrate on completing tasks during periods of frequent interruption from staff and switching attention
Report and ensure equipment and environment faults are dealt with by relevant persons
About us
Hertfordshire Partnership University NHS Foundation Trust (HPFT) is an exceptional organisation with big ambitions, our aim is to be the leading provider of mental health and specialist learning disability services in the country.
With a workforce of c. 3,000 and an annual income of c. £200m, the Trust is organised across three Strategic Business Units and provides integrated health and social care services through a large network of community and inpatient settings, serving diverse communities across Hertfordshire, Norfolk, North Essex and Buckinghamshire. As a university trust, HPFT continues to develop strong links with the University of Hertfordshire providing excellent learning and development opportunities, as well as strengthening our clinical research capability.
Whilst it is a challenging period for the NHS, there has never been a more exciting time to join HPFT. Building on the CQC ' Outstanding' rating given by the CQC in 2019, we remain on our "Good to Great" journey as we continue to innovate, improve, transform and ultimately deliver the very highest standards of care to the service users and communities that we serve.
To support us on this journey we are looking for an energetic, dynamic and ambitious individual to join our organisation.
Job description
Job responsibilities
Duties and Responsibilities:
Responsibility for ensuring all correspondence is accurately and appropriately presented.
Be highly skilled and experienced in the full range of secretarial work practices, software programmes.
Use proficient internet skills to access, search and retrieve data.
Use touch typing, audio and shorthand skills as necessary in daily work
Use appropriate software and equipment on a daily basis to create a variety of documents to meet the diverse needs of the managers.
Advanced keyboard skills to be used to provide accurate and timely reports [touch typing at fast speed].
Transcribe formal minutes of meetings and distribute and store/file as necessary.
Support the managers in the interview process, dealing with associated paperwork.
Responsible for the accurate storage and retrieval of information according to the Data Protection Act 1984 and Freedom of Information Act 2000 and archiving where possible
Responsible for a number of data bases and filing systems
Use knowledge, and experience to meet the needs of the service by completing tasks on a daily basis
Update skills as necessary and attend mandatory training
Manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
Manage deadlines with unpredictable work patterns
Concentrate on completing tasks during periods of frequent interruption from staff and switching attention
Report and ensure equipment and environment faults are dealt with by relevant persons
Create, maintain and update filing systems.
Arrange/ set up meetings, send out invitation letters, book room, compile agendas and take formal minutes, as required
Ensuring all messages are relayed as quickly as possible to Admin Managers and their teams
Clinical Responsibility
The Post holder will work to agreed pathways and Trust protocols and will not hold any clinical responsibility
Leadership and Staff Management Responsibility
The post holder will not have leadership or staff management responsibility
Service Development and Improvement
Be expected to support colleagues in service development and improvement, by feedback and suggestions. Therefore, may be involved in work steams on the request of team leader/ Manager.
Be expected to demonstrate personal resilience and an ability to work in a busy, exciting, changing, and challenging environment
Be expected to demonstrate a commitment to your own personal development
Communications
Be required to establish, maintain and respect working relationships and communication networks associated with the post.
Communication will include those organisations, individuals, and institutions which the post holder comes into contact with. Typically, these will include internal networks associated with the specialty area as well as other external contacts as appropriate.
Be expected to represent themselves and the service in a professional, courteous, and respectful manner at all times.
Senior Clinical Staff
Junior medical staff
Multidisciplinary team members e.g., nursing colleagues, AHPs etc.
Own Directorate Managers and others within the Trust
Colleagues within the Trust
GPs and administrative staff
Patients, relatives, carers, and visitors.
Job description
Job responsibilities
Duties and Responsibilities:
Responsibility for ensuring all correspondence is accurately and appropriately presented.
Be highly skilled and experienced in the full range of secretarial work practices, software programmes.
Use proficient internet skills to access, search and retrieve data.
Use touch typing, audio and shorthand skills as necessary in daily work
Use appropriate software and equipment on a daily basis to create a variety of documents to meet the diverse needs of the managers.
Advanced keyboard skills to be used to provide accurate and timely reports [touch typing at fast speed].
Transcribe formal minutes of meetings and distribute and store/file as necessary.
Support the managers in the interview process, dealing with associated paperwork.
Responsible for the accurate storage and retrieval of information according to the Data Protection Act 1984 and Freedom of Information Act 2000 and archiving where possible
Responsible for a number of data bases and filing systems
Use knowledge, and experience to meet the needs of the service by completing tasks on a daily basis
Update skills as necessary and attend mandatory training
Manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
Manage deadlines with unpredictable work patterns
Concentrate on completing tasks during periods of frequent interruption from staff and switching attention
Report and ensure equipment and environment faults are dealt with by relevant persons
Create, maintain and update filing systems.
Arrange/ set up meetings, send out invitation letters, book room, compile agendas and take formal minutes, as required
Ensuring all messages are relayed as quickly as possible to Admin Managers and their teams
Clinical Responsibility
The Post holder will work to agreed pathways and Trust protocols and will not hold any clinical responsibility
Leadership and Staff Management Responsibility
The post holder will not have leadership or staff management responsibility
Service Development and Improvement
Be expected to support colleagues in service development and improvement, by feedback and suggestions. Therefore, may be involved in work steams on the request of team leader/ Manager.
Be expected to demonstrate personal resilience and an ability to work in a busy, exciting, changing, and challenging environment
Be expected to demonstrate a commitment to your own personal development
Communications
Be required to establish, maintain and respect working relationships and communication networks associated with the post.
Communication will include those organisations, individuals, and institutions which the post holder comes into contact with. Typically, these will include internal networks associated with the specialty area as well as other external contacts as appropriate.
Be expected to represent themselves and the service in a professional, courteous, and respectful manner at all times.
Senior Clinical Staff
Junior medical staff
Multidisciplinary team members e.g., nursing colleagues, AHPs etc.
Own Directorate Managers and others within the Trust
Colleagues within the Trust
GPs and administrative staff
Patients, relatives, carers, and visitors.
Person Specification
QUALIFICATIONS/EDUCATION/TRAINING
Essential
- NVQ 3 or equivalent
- Experienced at intermediate level in a range of software packages, Word, Excel PowerPoint Good working knowledge of email and internet
- Advanced secretarial skills such as audio and shorthand
- At least 2/3 years' experience in a secretarial environment
Desirable
- Experience in a mental health environment or NHS
Person Specification
QUALIFICATIONS/EDUCATION/TRAINING
Essential
- NVQ 3 or equivalent
- Experienced at intermediate level in a range of software packages, Word, Excel PowerPoint Good working knowledge of email and internet
- Advanced secretarial skills such as audio and shorthand
- At least 2/3 years' experience in a secretarial environment
Desirable
- Experience in a mental health environment or NHS
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).
