Job summary
We are looking for a motivated individual to join our Medical Secretarial team within the Adult Community Mental Health Services based in Cheshunt.
Our Administrators are pivotal to our work in providing first line contact to people who call us, and in providing a comprehensive, professional and effective administrative support to our team.
You will have the ability to work well within a team environment and be able to manage and prioritise workload, being able to work on their own initiative with minimal supervision.
In return, we offer structured supervision and access to training and development as part of your own personal development and support plan. A friendly and supportive team environment.
Main duties of the job
The job role involves providing comprehensive, professional, and effective secretarial and administrative support to the Adult Community Mental Health Service. You will be responsible for audio typing, booking appointments for clinics and meetings, answering the telephone, taking messages, passing relevant queries to the duty worker, organising rooms, sending out agendas, taking meeting minutes and other general administrative duties.
This is a busy and varied role so good interpersonal skills are required. As some of the work will involve speaking to service users on the telephone, you must display a considerable degree of tact, possess mature judgement and maintain a calm, friendly and efficient manner.
The right person will be able to work with a degree of autonomy and apply a high degree of confidentiality to all of their work.
About us
Hertfordshire Partnership University NHS Foundation Trustare one of just five mental health trusts to achieve an overall rating of 'Outstanding' from theCare Quality Commission
Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Welcoming. Kind. Positive. Respectful. Professional.
About us - Hertfordshire NHS Partnership Trust
Heard. Respected. Included. Together, we help people with mental ill-health, learning disabilities and autism to live life to the fullest. We work throughout Hertfordshire, Buckinghamshire, Norfolk...- https://www.hertsnhsgreattogether.co.uk/
Job description
Job responsibilities
To process clinic letters from the Team Doctors and ensure they are sent within the set timeline.
Responsibility for ensuring all correspondence is accurate and appropriately presented using current methodologies and medical terminology used by the team.
To be skilled and experienced in the full range of secretarial work, practice, software programmes and specialised functional terms.
To be at least proficient in skill in note taking and be able to manage meeting notes in their work loads.
To use proficient internet skills to access searches and retrieve data, relevant to the team.
To use knowledge and experience to meet the needs of the team by completing non-routine tasks daily.
To update skills as necessary and attending mandatory training.
To demonstrate excellent IT skills, a good working knowledge of Microsoft office application and audio typing is desirable.
To ensure flexible approach and be willing to take meeting notes.
To access and update patient records using PARIS database, although training will be provided.
For a more comprehensive Job and Person Specification please read attached before applying
Job description
Job responsibilities
To process clinic letters from the Team Doctors and ensure they are sent within the set timeline.
Responsibility for ensuring all correspondence is accurate and appropriately presented using current methodologies and medical terminology used by the team.
To be skilled and experienced in the full range of secretarial work, practice, software programmes and specialised functional terms.
To be at least proficient in skill in note taking and be able to manage meeting notes in their work loads.
To use proficient internet skills to access searches and retrieve data, relevant to the team.
To use knowledge and experience to meet the needs of the team by completing non-routine tasks daily.
To update skills as necessary and attending mandatory training.
To demonstrate excellent IT skills, a good working knowledge of Microsoft office application and audio typing is desirable.
To ensure flexible approach and be willing to take meeting notes.
To access and update patient records using PARIS database, although training will be provided.
For a more comprehensive Job and Person Specification please read attached before applying
Person Specification
Qualifications
Essential
- A good standard of education to secondary level.
- Advanced IT skills
Experience
Essential
- Experience working in an office environment
- Experience recording and typing up meeting minutes
- Microsoft Office/Word/Excel/Outlook Packages.
- Experience creating and maintaining spreadsheets
Desirable
- NVQ3/RSA3 OR equivalent experience.
- Experience of typing letters
Knowledge & Skills
Essential
- To record and transcribe notes, either byhand or on a laptop in meetings.
- Maintain a filing system, both paper and computerised systems.
Desirable
- Ability to organise and prioritise ownworkload.
- Knowledge of medical terminology
- Proficient in diary management.
Communication Skills
Essential
- Ability to communicate with a range of people, whilst taking into account the confidential nature of the post.
Analytical Skills
Essential
- To make judgements, without direct supervision, as to the importance/urgency of workload issues.
Person Specification
Qualifications
Essential
- A good standard of education to secondary level.
- Advanced IT skills
Experience
Essential
- Experience working in an office environment
- Experience recording and typing up meeting minutes
- Microsoft Office/Word/Excel/Outlook Packages.
- Experience creating and maintaining spreadsheets
Desirable
- NVQ3/RSA3 OR equivalent experience.
- Experience of typing letters
Knowledge & Skills
Essential
- To record and transcribe notes, either byhand or on a laptop in meetings.
- Maintain a filing system, both paper and computerised systems.
Desirable
- Ability to organise and prioritise ownworkload.
- Knowledge of medical terminology
- Proficient in diary management.
Communication Skills
Essential
- Ability to communicate with a range of people, whilst taking into account the confidential nature of the post.
Analytical Skills
Essential
- To make judgements, without direct supervision, as to the importance/urgency of workload issues.
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.
