Job summary
We are seeking a highly motivated, flexible and enthusiastic Medical Support Secretary for Moorland View Ward.
Moorland View is a 16-bed ward, providing assessment, care and treatment for adults with mental health needs.
The position is 30 hours per week over four days; days and times are open for discussion but will need to be between Monday to Friday. You will be required to work on the adult psychiatric ward.
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 and written 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
- Extensive knowledge of systems software will be 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
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.
Duties and Responsibilities
Key Responsibilities include:
- Comprehensive diary management, ensuring Consultant/associated team members are briefed and ready for meetings and appointments
- Transcribe comprehensive dictation from written and 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 theConsultant they support
- Experience of prioritising a varied and busy workload their own and that of theConsultant they support and using initiative
- Experience of working under pressure with the ability to work to and achievedeadlines
- The role will involve the development and implementation of office procedures and willrequire a high degree of organisational skills and excellent working knowledge ofadministrative systems.
Job description
Job responsibilities
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.
Duties and Responsibilities
Key Responsibilities include:
- Comprehensive diary management, ensuring Consultant/associated team members are briefed and ready for meetings and appointments
- Transcribe comprehensive dictation from written and 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 theConsultant they support
- Experience of prioritising a varied and busy workload their own and that of theConsultant they support and using initiative
- Experience of working under pressure with the ability to work to and achievedeadlines
- The role will involve the development and implementation of office procedures and willrequire a high degree of organisational skills and excellent working knowledge ofadministrative systems.
Person Specification
Qualifications
Essential
- Business Administration Level 3/T Level qualification in Management and Administration, or equivalent experience
- GCSE English or equivalent
- Evidence of continuing professional and personal development
Desirable
- AMPSPAR or BSMA Certificate in Medical Terminology or equivalent qualification
- ICDL (International Computer Driving License), or equivalent experience
Experience
Essential
- Intermediate IT skills in Microsoft Office Packages and electronic data base management
- Working knowledge of a range of administrative procedures including diary management, typing of reports / dictations
- Ability to take accurate formal and informal minutes
- Ability to manage a diverse workload whilst dealing with frequent interruptions
- Ability to meet deadlines and work under pressure
- Knowledge of our business and how it supports patient care
- Experience in dealing with people in distress in a calm and confident manner
Desirable
- Previous experience as a Medical Secretary
- Previous NHS experience of working in a Healthcare or Social Care administrative setting
Person Specification
Qualifications
Essential
- Business Administration Level 3/T Level qualification in Management and Administration, or equivalent experience
- GCSE English or equivalent
- Evidence of continuing professional and personal development
Desirable
- AMPSPAR or BSMA Certificate in Medical Terminology or equivalent qualification
- ICDL (International Computer Driving License), or equivalent experience
Experience
Essential
- Intermediate IT skills in Microsoft Office Packages and electronic data base management
- Working knowledge of a range of administrative procedures including diary management, typing of reports / dictations
- Ability to take accurate formal and informal minutes
- Ability to manage a diverse workload whilst dealing with frequent interruptions
- Ability to meet deadlines and work under pressure
- Knowledge of our business and how it supports patient care
- Experience in dealing with people in distress in a calm and confident manner
Desirable
- Previous experience as a Medical Secretary
- Previous NHS experience of working in a Healthcare or Social Care administrative setting
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.
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