Job summary
An exciting opportunity has arisen within the Exeter Community Administration Team as a Medical Support Secretary.
We are looking for a highly organised and multi-skilled person to support the Consultant Psychiatrists, associated medical staff and the multi-disciplinary team
where appropriate with their administration.
You will be part of a larger administration team and will work closely with other Medical Support Secretaries and Business Support Administrators.
The team support the adult population in the community providing diagnostic and support services for people with mental health difficulties.
Please note that applicants requiring a certificate of sponsorship should review the link "Coming to work in the UK Visa information" on the advert to see if they meet the requirements.
Main duties of the job
The post holder must be able to work to a high standard with a good knowledge of Microsoft Office as well as excellent diary management and minute taking skills.
To maintain a high standard of service to meet patient needs; keeping accurate, up
to date patient records and typing clinical correspondence.
You will be required to use your initiative and have the ability to prioritise work, whilst working calmly and confidently under pressure and able to meet conflicting demands.
You will need to multi-task with ease and possess excellent organisational skills as well as an eye for detail.
The post holder needs to be able to correspond with a wide range of people and professional services. You should have excellent communication skills and telephone manner.
To support the organisation in the delivery of a seamless pathway of care.
The post holder will provide cross cover for administrative colleagues when required.
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 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
- 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
- Ability to work under pressure
- Ability to exercise initiative operating within procedural guidelines
- Ability to work without direct supervision on a day to day basis
- Able to deal with difficult situations
- 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
- Ability to recognise when other communication aids may be needed
- Understanding and respect of confidentiality in the workplace
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
- Experience in dealing with people in distress in a calm and confident manner
Desirable
- Previous experience in a Medical Secretarial role
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
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
- 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
- Ability to work under pressure
- Ability to exercise initiative operating within procedural guidelines
- Ability to work without direct supervision on a day to day basis
- Able to deal with difficult situations
- 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
- Ability to recognise when other communication aids may be needed
- Understanding and respect of confidentiality in the workplace
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
- Experience in dealing with people in distress in a calm and confident manner
Desirable
- Previous experience in a Medical Secretarial role
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
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.
