Job summary
Medical Support Secretary All Age Access and
First Response Service
Monday Thursday 9-5 (30 hours per week), one day remote
working offered
We are seeking to recruit an
enthusiastic and motivated individual to join our mental health First Response
Service. 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.
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.
About
you
The successful
candidate must have experience working within an administration team. You must
be enthusiastic, highly motivated and multi skilled with excellent
organisational expertise.
Main duties of the job
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
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 Employer.
Job description
Job responsibilities
Medical Support Secretary - 4 days a week Monday to Thursday.
Please find attached Job Description within the advert.
Job description
Job responsibilities
Medical Support Secretary - 4 days a week Monday to Thursday.
Please find attached Job Description within the advert.
Person Specification
Experience
Essential
- Excellent organisational skills.
- Previous experience in a Medical Secretarial role
- 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
Qualifications
Essential
- RSA 3 Word Processing or equivalent level of experience in practice.
- ECDL (European Computer Driving Licence).
- Shorthand or Speedwriting
- 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
Skills
Essential
- Excellent interpersonal and communication skills both written and verbal
- Able to deal confidentially and tactfully with people at all levels.
- Ability to take and convey clear messages
- Experience in dealing with people in distress in a calm and confident manner
- Ability to recognise when other communication aids may be needed
- Willingness to embrace new ways of working/changes
- Understanding and respect of confidentiality in the workplace.
- Ability to work under pressure
- Able to plan, organise, prioritise, coordinate and work flexibly.
- Ability to exercise initiative operating within procedural guidelines.
- Ability to work without direct supervision on a day to day basis.
- Attention to detail/quality
- Able to deal with difficult situations
- Effective organisational skills.
- Prioritise own tasks, exercising a degree of independence, initiative and judgement without direct supervision
Knowledge
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
Person Specification
Experience
Essential
- Excellent organisational skills.
- Previous experience in a Medical Secretarial role
- 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
Qualifications
Essential
- RSA 3 Word Processing or equivalent level of experience in practice.
- ECDL (European Computer Driving Licence).
- Shorthand or Speedwriting
- 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
Skills
Essential
- Excellent interpersonal and communication skills both written and verbal
- Able to deal confidentially and tactfully with people at all levels.
- Ability to take and convey clear messages
- Experience in dealing with people in distress in a calm and confident manner
- Ability to recognise when other communication aids may be needed
- Willingness to embrace new ways of working/changes
- Understanding and respect of confidentiality in the workplace.
- Ability to work under pressure
- Able to plan, organise, prioritise, coordinate and work flexibly.
- Ability to exercise initiative operating within procedural guidelines.
- Ability to work without direct supervision on a day to day basis.
- Attention to detail/quality
- Able to deal with difficult situations
- Effective organisational skills.
- Prioritise own tasks, exercising a degree of independence, initiative and judgement without direct supervision
Knowledge
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
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.
