Job summary
If you are looking for a job that has the flexibility for you to work at home and be part of a friendly office based team, then joining Devon Partnership NHS Trust is the right place for you.
Working with us is more than just a job; youll receive invaluable training to advance your career, unrivalled professional support and most importantly a fantastic work-life balance, to ensure you get the most out of your day, every day.
As a Medical Support Secretary for the Adult Mental Health Directorate, you will provide invaluable administrative and secretarial support to mental health Consultants specialising in the delivery of the Trust's services to patients in the community.
Main duties of the job
Comprehensive diary management and ensuring Consultant/associated team members
are briefed and ready for meetings and appointments
Transcribe dictation from audio recordings into letters, reports, minutes
or directly onto patient records
Provide general administrative function for the Consultant, which will include being point
of contact, writing detailed letters and reports for the Consultant and associated team to
approve
Collate and distributing reports/papers for meetings chaired by the Consultant/associated
team and ensuring the agenda is sent out to report authors and attendees in advance
Meeting administration: taking and distributing formal minutes; recording clear actions
and following these up to check completion; maintaining attendance records
Event coordination and planning as required
Supporting the Consultant and team by ensuring that records are up to date on all
staffing and patient systems and that items are dealt with quickly and efficiently on
appropriate finance systems
About us
About Devon Partnership Trust
We provide mental health & learning disability services, as well as a range of specialist & secure services for the wider south west region & nationally. We are passionate about promoting good mental health & wellbeing. We strive to use the expertise & resources within our organisation, and through our partnerships, to deliver high quality services that are safe & focused on people's recovery.
Our values
We not only recruit employees based on their qualifications & experience - we recruit individuals who possess and demonstrate the behaviours which underpin the core values of our organisation. These values include such attributes as showing a commitment to quality of care, improving lives of others, giving respect, dignity & compassion. We can bring those values to life in our everyday tasks by giving a smile; making time for people; challenging ourselves & others, & being open to new ideas.
We are committed to being an inclusive employer & applications are encouraged & welcomed from all sections of the community, regardless of any protected characteristics as governed by the Equality Act 2010. Part time & flexible working applications will be considered & supported, where possible. We particularly encourage applicants with lived experience of mental health & learning disabilities. We are a Disability Confident Employer.
Job description
Job responsibilities
Job Purpose
Administration services underpin all of our clinical activity at Devon Partnership NHS Trust,
which means our dedicated and enthusiastic administration workforce is vital to the delivery of
first class care.
The postholder will be responsible for providing effective and efficient clerical and administrative
support to an assigned Consultant, associated medical staff and the multi-disciplinary team
where appropriate. The role comes with an opportunity to work partly at home and part in the office. There will be an expectation for the post holder to be highly motivated,
flexible and multi-skilled with excellent organisational skills. The post holder will have high
standard of abilities using Microsoft Office packages and experience of using bespoke IT
systems.
The role will involve the coordination and implementation of office procedures and will require a
high degree of organisational skills and excellent working knowledge of administrative systems.
The post holder will need to meet deadlines, collate data and maintain standards relating to
administrative processes. They will need to be able to work within a team effectively and share
work streams where appropriate.
Key Responsibilities include:
Comprehensive diary management and ensuring Consultant/associated team members
are briefed and ready for meetings and appointments
Transcribe comprehensive dictation from audio recordings into letters, reports, minutes
or directly onto patient records
Provide general administrative function for the Consultant, which will include being point
of contact, writing detailed letters and reports for the Consultant and associated team to
approve
Collate and distributing reports/papers for meetings chaired by the Consultant/associated
team and ensuring the agenda is sent out to report authors and attendees in advance
Meeting administration: taking and distributing formal minutes; recording clear actions
and following these up to check completion; maintaining attendance records
Event coordination and planning as required
Supporting the Consultant and team by ensuring that records are up to date on all
staffing and patient systems and that items are dealt with quickly and efficiently on
appropriate finance systems
Profile
Excellent planning and organisation skills
Excellent written and verbal communication skills
Excellent attention to detail
Enthusiastic and confident to challenge
Professional telephone manner
Collegiate approach and diligent
Takes pride in their work and consistently strives to produce work of the highest standard
Seeks to deliver the best possible outcome rather than just the task at hand
Works in partnership with the Consultant/associated team to understand their needs and
priorities (which may change depending on workload)
Excellent time management skills to manage their own time and that of the Consultant
they support
Experience of prioritising a varied and busy workload their own and that of the
Consultant they support and using initiative
Experience of working under pressure with the ability to work to and achieve deadlines.
Job description
Job responsibilities
Job Purpose
Administration services underpin all of our clinical activity at Devon Partnership NHS Trust,
which means our dedicated and enthusiastic administration workforce is vital to the delivery of
first class care.
The postholder will be responsible for providing effective and efficient clerical and administrative
support to an assigned Consultant, associated medical staff and the multi-disciplinary team
where appropriate. The role comes with an opportunity to work partly at home and part in the office. There will be an expectation for the post holder to be highly motivated,
flexible and multi-skilled with excellent organisational skills. The post holder will have high
standard of abilities using Microsoft Office packages and experience of using bespoke IT
systems.
The role will involve the coordination and implementation of office procedures and will require a
high degree of organisational skills and excellent working knowledge of administrative systems.
The post holder will need to meet deadlines, collate data and maintain standards relating to
administrative processes. They will need to be able to work within a team effectively and share
work streams where appropriate.
Key Responsibilities include:
Comprehensive diary management and ensuring Consultant/associated team members
are briefed and ready for meetings and appointments
Transcribe comprehensive dictation from audio recordings into letters, reports, minutes
or directly onto patient records
Provide general administrative function for the Consultant, which will include being point
of contact, writing detailed letters and reports for the Consultant and associated team to
approve
Collate and distributing reports/papers for meetings chaired by the Consultant/associated
team and ensuring the agenda is sent out to report authors and attendees in advance
Meeting administration: taking and distributing formal minutes; recording clear actions
and following these up to check completion; maintaining attendance records
Event coordination and planning as required
Supporting the Consultant and team by ensuring that records are up to date on all
staffing and patient systems and that items are dealt with quickly and efficiently on
appropriate finance systems
Profile
Excellent planning and organisation skills
Excellent written and verbal communication skills
Excellent attention to detail
Enthusiastic and confident to challenge
Professional telephone manner
Collegiate approach and diligent
Takes pride in their work and consistently strives to produce work of the highest standard
Seeks to deliver the best possible outcome rather than just the task at hand
Works in partnership with the Consultant/associated team to understand their needs and
priorities (which may change depending on workload)
Excellent time management skills to manage their own time and that of the Consultant
they support
Experience of prioritising a varied and busy workload their own and that of the
Consultant they support and using initiative
Experience of working under pressure with the ability to work to and achieve deadlines.
Person Specification
Qualifications
Essential
- RSA 3 Word Processing or equivalent level of experience in practice.
- NVQ3 in administration or equivalent level administrative knowledge and experience
- GCSE English or equivalent
- Evidence of continuing professional and personal development
Desirable
- ECDL (European Computer Driving Licence).
- Shorthand or Speedwriting
- AMPSPAR or BSMA Certificate in Medical Terminology or equivalent qualification
Experience
Essential
- Excellent organisational skills.
- Ability to prioritise workload and adapt to change when required
- Experience of working as part of a team
- Previous experience of working within an administrative or secretarial team
- Experience of dealing with confidential and complex information
- Ability to take accurate formal and informal minutes
- Demonstrate good numeracy and literacy skills
- Experience of general office routine and filing systems
- Previous NHS experience of working in a Healthcare or Social Care administrative setting
- Experience of Audio transcription
Desirable
- Previous experience in a Medical Secretarial role
Person Specification
Qualifications
Essential
- RSA 3 Word Processing or equivalent level of experience in practice.
- NVQ3 in administration or equivalent level administrative knowledge and experience
- GCSE English or equivalent
- Evidence of continuing professional and personal development
Desirable
- ECDL (European Computer Driving Licence).
- Shorthand or Speedwriting
- AMPSPAR or BSMA Certificate in Medical Terminology or equivalent qualification
Experience
Essential
- Excellent organisational skills.
- Ability to prioritise workload and adapt to change when required
- Experience of working as part of a team
- Previous experience of working within an administrative or secretarial team
- Experience of dealing with confidential and complex information
- Ability to take accurate formal and informal minutes
- Demonstrate good numeracy and literacy skills
- Experience of general office routine and filing systems
- Previous NHS experience of working in a Healthcare or Social Care administrative setting
- Experience of Audio transcription
Desirable
- Previous experience in a Medical Secretarial role
