Medical Secretary

Job description

Job responsibilities

To act as a senior point of contact to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained.

To ensure, wherever possible, that all clinical documentation is up-to-date, in an orderly fashion and available whenever clinical decisions are being made, reporting exceptional circumstances where necessary. This will require: effective collaboration with all relevant personnel to maintain an efficient administrative system; prompt transcription, manipulation and distribution of appropriate correspondence.

To ensure the effective organisation of all patients under the care of the consultant and his/her team in accordance with Local and National policy and targets. This will require effective collaboration with: Clinical and Operational Leads within the Medical Support Team and wider Primary and Community Mental Health Team to monitor the utilisation and effectiveness of clinics.

To implement and maintain an efficient office management system/procedures to enable the Medical Support Team to optimise their patient care services. This will require: effective management of the clinicians time, managing schedules and leave arrangements ensuring appropriate and timely communications with all relevant personnel; arranging meetings/events; composing and transcribing minutes proactively ensuring action points are raised and completed, preparation of correspondence and reports; effective management of the team by establishing and maintaining efficient manual and electronic correspondence and documentation management systems.

Provide administrative support to the medical team to manage and report waiting times for initial and follow up appointments with the team. The support to the weekly meeting, recording and sharing requests for advise and consultation from GPs.

To continually contribute to patient and business improvement agendas.

Undertake any project work as directed, including obtaining information from the Internet, collation and reporting of data in order to produce reports and spreadsheets, utilising relevant PCMH IT systems, as determined by the role, ensuring all relevant patient data is collected and input accurately in line with Trust guidelines. These systems may include EPR. Share ideas for potential service improvement.

To support team members. This will require: demonstrating and explaining Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times; providing cross-cover on a reciprocal basis in the absence of colleagues and providing day to day supervision where required.

Person Specification

Training and Qualifications

Essential

• NVQ Level 3 in Administration or equivalent experience.

Desirable

• Key Skills Level 2 in Literacy or equivalent

Knowledge and Skills

Essential

• Strong verbal and written communication skills
• Proficient in the use of Microsoft products in particular Word, Excel, PowerPoint, Teams, SharePoint (or similar technologies)
• Ability to successfully prioritise own workload

Desirable

• Understanding of and commitment to equality of opportunity and good working relationships
• Adaptability, flexibility, and ability to cope with uncertainty and change

Experience

Essential

• Audio typing, diary management and planning experience
• Experience at Secretary level, trainee Secretary level or equivalent experience.
• Direct call handling with patients in health care setting.

Desirable

• Experience of prescription management processes.
• Experience of using Systmone and other primary care IT systems
• Experience of working within a GP practice

Behaviours

Essential

• I do what I say I am going to do
• I work flexibly with others, inside and outside SHSC, to identify and achieve the best outcomes

Desirable

• I look for ways to continuously improve services
• I work collaboratively with others to achieve excellence

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Sheffield Health and Social Care NHS Foundation Trust

Address

Netherthorpe House

Netherthorpe Road

Sheffield

S3 7EZ

Employer's website

https://www.shsc.nhs.uk/working-us (Opens in a new tab)