Medical Support Secretary

Devon Partnership NHS Trust

The closing date is 01 December 2024

Job summary

We are looking to recruit an enthusiastic, self-motivated, experienced administrator to provide comprehensive administration support to our consultant in the South Hams, whilst also working as part of the wider administration team to support the larger clinical team.

The successful candidate will possess excellent communication and organisation skills and the ability to work within a team and have good time management skills.

The position will be based at our Totnes office based in Leatside Surgery. It is a full time position however we would welcome discussions around this for the right candidate.

Main duties of the job

This is a busy office where no two days are the same. You will get immense job satisfaction in helping colleagues and patients efficiently and compassionately.

Key tasks will include:

1. Providing full medical administrative support to the clinical & medical teams including diary management.

2. Appropriately dealing with all incoming correspondence.

3. You must be able to demonstrate good communication and interpersonal skills and be able to prioritise workload.

4. Maintaining the office systems for recording and tracing patient records within the department.

5. Collating and distributing reports/papers for meetings.

6. Meeting administration such as taking and distributing formal minutes, recording clear actions and following these up to ensure completion.

7. Transcribe comprehensive dictation from audio recordings into letters, report, minutes or directly onto patient records.

You will be supported and trained to reach your professional best, with opportunities for continuing development, training and career progression.

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.

Date posted

06 November 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year

Contract

Permanent

Working pattern

Full-time

Reference number

C9369-24-0838-1

Job locations

Leatside Surgery

Babbage Road

Totnes

Devon

TQ9 5JA

Job description

Job responsibilities

Please see the attached Job Description and Person Specification which will provide further information on this role.

Job description

Job responsibilities

Please see the attached Job Description and Person Specification which will provide further information on this role.

Person Specification

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

Experience

Essential

Previous experience of working within an administrative or secretarial team with excellent organisational skills.
Competent in MS office, particularly Word and Outlook for copy/ audio typing.
Experience of dealing with confidential and complex information.
Ability to take accurate formal and informal minutes.
Demonstrate good numeracy and literacy skills.
Ability to prioritise workload and adapt to change when required.

Desirable

Previous experience in a Medical Secretarial role.
Previous NHS experience of working in a Healthcare or Social Care administrative setting.

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

AMPSPAR or BSMA Certificate in Medical Terminology or equivalent qualification.
Shorthand or Speedwriting.
ECDL (European Computer Driving Licence.

Person Specification

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

Experience

Essential

Previous experience of working within an administrative or secretarial team with excellent organisational skills.
Competent in MS office, particularly Word and Outlook for copy/ audio typing.
Experience of dealing with confidential and complex information.
Ability to take accurate formal and informal minutes.
Demonstrate good numeracy and literacy skills.
Ability to prioritise workload and adapt to change when required.

Desirable

Previous experience in a Medical Secretarial role.
Previous NHS experience of working in a Healthcare or Social Care administrative setting.

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

AMPSPAR or BSMA Certificate in Medical Terminology or equivalent qualification.
Shorthand or Speedwriting.
ECDL (European Computer Driving Licence.

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.