Job summary
iCaSH Suffolk is excited to be developing and expanding their Results Management and Health Advising Team. We are looking for a motivated and enthusiastic part time administrator/medical secretary (16 hours per week) to be part of our well established and friendly team based in Ipswich.
The successful applicant will be a confident individual with good interpersonal skills, have a strong customer service ethos, who enjoys dealing with the public and understands the need for and importance of confidentiality. You must possess an excellent team working ethic, good communication and listening skills, possess an eye for detail and be computer literate. Previous experience of dealing with the public is essential as is good interpersonal skills and the ability to work under pressure while remaining calm and unflappable.
Please note that due to the variety of contacts you may provide for references it cannot be guaranteed that the recruitment process will be managed exclusively within the NHS email system. Please ensure that all the details you provide on your application form are correct.
Please note that should we receive a high number of applications, we reserve the right to close the advert earlier than advertised.
Main duties of the job
Working as part of a professional administration team you will be providing comprehensive, high quality and flexible administrative support. You will be liaising with clinical staff on a daily basis. General administrative duties will include supporting our results management team.
The successful candidate will also be a first point of contact for members of the public and external health care professionals and you will be handling phone enquiries, booking appointments and inputting confidential patient information onto the clinic's computer system.
You will also be required to support the reception team when required.
This role will also include providing a medical secretary service to our Consultants and Doctors. Fast and accurate audio typing and secretarial skills are therefore essential, as is the ability to take detailed and accurate minutes of management meetings.
About us
Rated 'Outstanding' by the Care Quality Commission, we are proud to provide high quality innovative services across most of the east of England that enable people to receive care closer to home and live healthier lives.
There's one reason why our services are outstanding - and that's our amazing staff - who, for the seventh year running, rated us incredibly highly in the national staff survey.
If you share our passion for innovative and high-quality care delivery, then please submit your application and join us on our exciting journey as a leading-edge specialist community provider. All are welcome to apply and our promise to you is a culture which prioritises staff engagement and development.
Job description
Job responsibilities
To provide a comprehensive, confidential and high quality administrative and secretarial service to the iCaSH Team.
Accurately transcribe all correspondence by touch typing from audio/digital dictation or shorthand using knowledge of medical terminology. Generate routine and non-routine correspondence independently. Clinic typing to be transcribed in priority and date order.
Support meetings with minute taking as necessary.
The role requires a high level of self-directed work, autonomous decision making, troubleshooting and the ability to deal sensitively with information, clinical and non-clinical staff. The nature of this role requires the post holder to be confident and decisive.
To input and retrieve information and to utilise the electronic systems and databases used and to have a sound knowledge of the electronic patient record system.
Answer telephone and face to face queries from patients and internal / external staff, providing information as requested and as per Trust guidance and where required liaise with staff in other services for example: consultants, GPs, allied health professionals.
Communicate information and issues to clinical and non-clinical staff as required and work collaboratively with the administration team
Undertake clerical and administrative tasks associated with embedded and new initiatives/priorities and prioritise own day-to-day activities taking into account any specific requirements of the team.
To provide general reception and administrative support as identified within the needs of the service and provide administrative support to members of the leadership team.
Maintain patient information on the electronic patient record system including scanning, attaching files and other appropriate actions to the task in hand.
Support administrative elements related to safeguarding in line with agreed standard operating procedures and Trust policies.
To maintain patient notes according to the Trust medical records policy and have knowledge and experience of medical terminology.
Job description
Job responsibilities
To provide a comprehensive, confidential and high quality administrative and secretarial service to the iCaSH Team.
Accurately transcribe all correspondence by touch typing from audio/digital dictation or shorthand using knowledge of medical terminology. Generate routine and non-routine correspondence independently. Clinic typing to be transcribed in priority and date order.
Support meetings with minute taking as necessary.
The role requires a high level of self-directed work, autonomous decision making, troubleshooting and the ability to deal sensitively with information, clinical and non-clinical staff. The nature of this role requires the post holder to be confident and decisive.
To input and retrieve information and to utilise the electronic systems and databases used and to have a sound knowledge of the electronic patient record system.
Answer telephone and face to face queries from patients and internal / external staff, providing information as requested and as per Trust guidance and where required liaise with staff in other services for example: consultants, GPs, allied health professionals.
Communicate information and issues to clinical and non-clinical staff as required and work collaboratively with the administration team
Undertake clerical and administrative tasks associated with embedded and new initiatives/priorities and prioritise own day-to-day activities taking into account any specific requirements of the team.
To provide general reception and administrative support as identified within the needs of the service and provide administrative support to members of the leadership team.
Maintain patient information on the electronic patient record system including scanning, attaching files and other appropriate actions to the task in hand.
Support administrative elements related to safeguarding in line with agreed standard operating procedures and Trust policies.
To maintain patient notes according to the Trust medical records policy and have knowledge and experience of medical terminology.
Person Specification
Qualifications and Training
Essential
- GCSE English and Maths or equivalent qualification
- Professional typing and word processing qualification or equivalent experience
Desirable
- Secretarial qualification/training
Experience
Essential
- Knowledge and experience of digital dictation
- Good IT knowledge and experience including carrying out basic internet navigation
- Experience of working in a busy, demanding environment within a team
Desirable
- Experience working with electronic patient databases
Skills
Essential
- Excellent communication skills (written and verbal)
- Knowledge of minute taking and/or shorthand
- Excellent organisational skills
Person Specification
Qualifications and Training
Essential
- GCSE English and Maths or equivalent qualification
- Professional typing and word processing qualification or equivalent experience
Desirable
- Secretarial qualification/training
Experience
Essential
- Knowledge and experience of digital dictation
- Good IT knowledge and experience including carrying out basic internet navigation
- Experience of working in a busy, demanding environment within a team
Desirable
- Experience working with electronic patient databases
Skills
Essential
- Excellent communication skills (written and verbal)
- Knowledge of minute taking and/or shorthand
- Excellent organisational skills
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
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).
