Job summary
An opportunity has arisen for a part time Medical Secretary to join our friendly administrative team in the Specialist Learning Disability Services in Welwyn. As a member of the team you will provide a smooth and efficient, high quality secretarial and administrative support across the team. The successful applicant will provide a vital link for staff, patients, relatives and outside agencies to the team.
Main duties of the job
- Responsibility for ensuring all correspondence is accurately and appropriately presented using current 'methodologies and medical terminology used by the Consultant Psychiatrists and the LD Community Teams.
- To be highly skilled and experienced in the full range of secretarial work practices, software programmes and specialised functional terms.
- To be highly proficient and expert in compiling and updating patient notes and on the Client Information System, for which the job holder will undertake training.
- To use proficient Internet skills to access, search and retrieve data relevant to the job.
- To use touch typing, audio aand speedwriting skills as necessary in daily work.
- To use knowledge and experience to meet the needs of the Consultant Psychiatrists and the team by completing non-routine tasks on a daily basis.
- To update skills as necessary and attend all required HPFT mandatory training relevant to the post.
- To work unsupervised on a daily basis, prioritising own workload, using initiative as to' what is routine and what is urgent.
- To use agreed guidelines/procedures and developed knowledge, skills and qualifications when working autonomously and managing own work.
- To participate in yearly appraisals with supervisor or line manager.
About us
Hertfordshire Partnership University NHS Foundation Trust (HPFT) is an outstanding organisation with ambitions to match. We are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from the Care Quality Commission, and our aim is to be the leading provider of mental health and specialist learning disability services in the country.
Our family of over 4000 members of staff provide health and social care for over 400,000 people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, and Norfolk, delivering these services within the community and several inpatient settings. We also deliver a range of nationally commissioned specialist services including Tier 4 services for children and young people, perinatal services, plus medium and low secure learning disabilities services.
The care we provide makes a fantastic difference to the lives of our service users, their families and carers - everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Our Trust values are:
Welcoming. Kind. Positive. Respectful. Professional.
These values are at the core of who we are, everything we do, and how we do it!
Would you like to be part of the HPFT family? Would you like work with us to ensure our service users live the fullest lives possible they can? Would you like to be supported in your career to be the best that you can be?
Job description
Job responsibilities
The successful candidate will have experience and skill in these key areas:
- Excellent typing/document editing skills.
- PARIS electronic patient records database (full training will be given)
- Microsoft Office package
- Ability to work under pressure and multitask meeting notes with other secretarial duties.
- Support the Consultant Psychiatrists and the wider team.
The post holder will be required to support other secretaries workloads during times of absence. To be able to work independently, using own initiative and undertake non-routine duties without direct supervision, working within broad procedural guidelines.
Candidates should be able to demonstrate that they can prioritise and manage their own workload whilst maintaining a positive, professional and calm approach. Excellent IT skills, a good working knowledge of Microsoft office and accurate copy and audio typing skills are essential. This is a very busy and varied role, responsible for all aspects of administration and will involve service user contact, so good interpersonal skills are required.
Applicants must have demonstrate extensive relevant experience working in a secretarial/administrative position and contribute to the values of HPFT WELCOMING, KIND, CARING, RESPECTFUL and PROFESSIONAL.
Job description
Job responsibilities
The successful candidate will have experience and skill in these key areas:
- Excellent typing/document editing skills.
- PARIS electronic patient records database (full training will be given)
- Microsoft Office package
- Ability to work under pressure and multitask meeting notes with other secretarial duties.
- Support the Consultant Psychiatrists and the wider team.
The post holder will be required to support other secretaries workloads during times of absence. To be able to work independently, using own initiative and undertake non-routine duties without direct supervision, working within broad procedural guidelines.
Candidates should be able to demonstrate that they can prioritise and manage their own workload whilst maintaining a positive, professional and calm approach. Excellent IT skills, a good working knowledge of Microsoft office and accurate copy and audio typing skills are essential. This is a very busy and varied role, responsible for all aspects of administration and will involve service user contact, so good interpersonal skills are required.
Applicants must have demonstrate extensive relevant experience working in a secretarial/administrative position and contribute to the values of HPFT WELCOMING, KIND, CARING, RESPECTFUL and PROFESSIONAL.
Person Specification
QUALIFICATIONS/EDUCATION/TRAINING
Essential
- NVQ 3 or equivalent.
- Advanced keyboard skills
- Experienced at intermediate level in a range of software packages; Word, Excel PowerPoint
- Good working knowledge of email and internet
- Proficient knowledge of PARIS
- Good standard of English
- Numerate
- ECDL qualification
- Advanced secretarial skills such as audio and shorthand
- At least 2/3 years experience in a secretarial environment
- Experience in a mental health environment or NHS
SKILLS/KNOWLEDGE/ABILITY
Essential
- Evidence of the ability to organise and plan complex events, such as training sessions and the therapy groups
- Proficient in diary management coordinating appointments to ensure best use of Managers' time
- Experience of transcribing formal minutes of meetings.
- Experience of supervising and training others
- Independent/lone working and team working skills
- Experience of adapting to change and managing work in a changing environment
- Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work
ANALYTICAL SKILLS
Essential
- Problem solving, decision making and analytical skills
- Responsibility of maintaining accurate records of all referrals and patient details, discharging patients and notifying all professionals and agencies involved
COMMUNICATION SKILLS
Essential
- Excellent verbal and written communication and presentation skills in person, on telephone, fax or email
- To be experienced in dealing with people in distress in a calm and confident manner, using deescalation skills where appropriate
- To have proven skills and experience establishing effective working relationships with Managers and colleagues
Person Specification
QUALIFICATIONS/EDUCATION/TRAINING
Essential
- NVQ 3 or equivalent.
- Advanced keyboard skills
- Experienced at intermediate level in a range of software packages; Word, Excel PowerPoint
- Good working knowledge of email and internet
- Proficient knowledge of PARIS
- Good standard of English
- Numerate
- ECDL qualification
- Advanced secretarial skills such as audio and shorthand
- At least 2/3 years experience in a secretarial environment
- Experience in a mental health environment or NHS
SKILLS/KNOWLEDGE/ABILITY
Essential
- Evidence of the ability to organise and plan complex events, such as training sessions and the therapy groups
- Proficient in diary management coordinating appointments to ensure best use of Managers' time
- Experience of transcribing formal minutes of meetings.
- Experience of supervising and training others
- Independent/lone working and team working skills
- Experience of adapting to change and managing work in a changing environment
- Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work
ANALYTICAL SKILLS
Essential
- Problem solving, decision making and analytical skills
- Responsibility of maintaining accurate records of all referrals and patient details, discharging patients and notifying all professionals and agencies involved
COMMUNICATION SKILLS
Essential
- Excellent verbal and written communication and presentation skills in person, on telephone, fax or email
- To be experienced in dealing with people in distress in a calm and confident manner, using deescalation skills where appropriate
- To have proven skills and experience establishing effective working relationships with Managers and colleagues
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).
