Job summary
The Exeter Core Adult Mental Health Team are looking for a highly motivated, dynamic, organised Medical Support Secretary to support Consultant Psychiatrists in all of their administration tasks.
You will be working as part of a bigger administration team alongside Business Support Administrators. You will be given full training and support from a Business Administrator as your Line Manager. The team support the adult population in the community providing diagnostic and support services for people with mental health difficulties.
The job is very interesting and varied and there is opportunity to progress within Devon Partnership Trust.
The contracted hours for this post are 37.5 hours per week.
Please note that this
vacancy does not meet the requirement for certificate of sponsorship.
Main duties of the job
- 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
About us
About Devon Partnership Trust
We provide mental health, learning disability and neurodiversity 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.
We are committed to developing a culture of coproduction, involving patients, families & carers in everything we do
Our values
We not only recruit based on qualifications & experience - we recruit individuals who possess & demonstrate the behaviours which underpin our Trusts core values. These 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 conditions, neurodiversity or learning disabilities. We are a Disability Confident Leader.
Job description
Job responsibilities
Please refer to the full Job Description and Person specification attached to this advert which will provide further information on this role.
Job description
Job responsibilities
Please refer to the full Job Description and Person specification attached to this advert which will provide further information on this 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
Knowledge and Skills
Essential
- Intermediate IT skills in Microsoft Office Packages, ie Word, Excel, PowerPoint and Outlook.
- Working knowledge of a range of administrative procedures including diary management and arranging appointments
- Experience or understanding of creating electronic records, electronic filing systems
- Electronic data base management.
- Ability to manage diverse workload whilst dealing with frequent interruptions
- Ability to meet deadlines and to work under pressure
- Exceptional organisational skills and ability to prioritise
- Ability to work both independently and as part of a team
- Ability to provide a high standard of secretarial support for meetings e.g. organising, booking venues and minute taking
- Knowledge of our business and how it supports patient care
Desirable
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
Knowledge and Skills
Essential
- Intermediate IT skills in Microsoft Office Packages, ie Word, Excel, PowerPoint and Outlook.
- Working knowledge of a range of administrative procedures including diary management and arranging appointments
- Experience or understanding of creating electronic records, electronic filing systems
- Electronic data base management.
- Ability to manage diverse workload whilst dealing with frequent interruptions
- Ability to meet deadlines and to work under pressure
- Exceptional organisational skills and ability to prioritise
- Ability to work both independently and as part of a team
- Ability to provide a high standard of secretarial support for meetings e.g. organising, booking venues and minute taking
- Knowledge of our business and how it supports patient care
Desirable
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
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).