Personal Assistant and Medical Secretary

Job description

Job responsibilities

Role

Personal Assistant & Medical Secretary

Reporting to

HR Manager

Location

Suffolk & North East Essex

Salary Range

£28,000 plus bonus

Contract Basis

Permanent

Working Pattern/Hours

40 hours, full time

Who are we?

We are one of the leading providers of NHS ophthalmology services in England, providing over 225,000 patient interactions per year including outpatient appointments, diagnostic testing and eye surgery. We aim to make a positive difference to peoples lives through better sight and eye health.

Our Purpose is tomake a positive difference to peoples lives

Our Visionis to change lives through better sight and eye health

Our Promise is touse our expertise and compassion to help people feel special,reassured and cared for

Suffolk Newmedica Ltd opened in 2020, covering a geographical region across Suffolk and North East Essex, in line with SNEE ICB. Two Consultant Ophthalmology Clinical Directors (Inderraj Hanspal and Usman Hussain) and Operational Director (Rosemary Smith) are the Partners and lead the service alongside an experienced senior management team.

Our modern, purpose-built eye health clinics and surgical centre provide ophthalmology services to our growing patient population. The OJV is rapidly expanding with to high patient demand as a result of fantastic patient feedback and the team is expanding as a result. We have a diverse and multi-professional team with good opportunities for internal training and career development.

What are we offering?

£28,000 starting salary

25 days annual leave, plus bank holidays (pro rata)

1 day of birthday leave per year

A company pension scheme

Free eye test and £125 voucher towards glasses with Specsavers every two years

Access to online cashback and online discounts through Specsavers Perks, and Blue Light Card

Death in Service cover

Employee Assistant Programme - WeCare (free 24/7 wellbeing /counselling/advice service)

Monthly all-stop days (putting a stop on clinical activity once a month, to prioritise training opportunities, team-building activities and clinical governance meetings)

Continuous Personal Development opportunities in all areas of the business

Workplace pantry

Free on-site parking

Working with a multi-disciplinary team passionate about improving the lives of our patients

Overview of the Role

This is a newly redesigned role covering Personal Assistant and Medical Secretary functions to provide full support to the Operations Director and Clinical Directors of Newmedica Suffolk. This post represents a fantastic opportunity to be part of our journey, at an exciting time of expansion.

As someone who is experienced as either a Personal Assistant or Medical Secretary, this role will provide an opportunity to undertake a wide range of duties to have a positive impact on the Partners, Newmedica colleagues, and ultimately our patients.

Our successful candidate will have outstanding attention to detail and have excellent IT knowledge and experience, with competency in Microsoft Office packages being essential. The ability to communicate effectively is also an essential requirement of the role. The successful applicant must have excellent organisational and prioritisation skills, be able to use initiative, have good team working skills and the ability to remain focused while responding to different demands. Experience of minute-taking and audio typing is essential with knowledge of medical terminology being desirable. Maintaining confidentiality at all times is a necessity.

KEY RESPONSIBILITIES:

• To undertake Personal Assistant duties for the Partners and supporting the Senior Management Team with day-to-day administrative support including inbox and diary management.
• Dealing with incoming emails, post and corresponding on behalf of the Partners
• Organising diaries and making appointments for staff and visitors
• Overseeing and managing shared email inboxes and room bookings
• Arranging meetings, taking responsibility for distributing the agenda and taking minutes
• Take responsibility for arranging site visits and liaising with relevant staff to ensure visitors are made to feel welcome with the issue of temporary uniforms
• Meeting and greeting visitors to site, ensuring they are familiar with key areas of the building
• Audio typing medical letters for the Clinical Partners and ensuring they are sent in a timely fashion
• Support the Operations Director and Head of Operations with arranging events as required
• Devising and maintaining effective office systems including ordering and filing systems
• To ensure discretion and confidentiality at all times and in all areas of work
• Arranging travel, accommodation for both staff and visitors
• Screening phone calls, enquiries and requests and handling these requests where appropriate
• Collating documents both clinical and non-clinical into specific formats
• Liaising with optometrists, clients, suppliers and staff both internal and external
• Filing and tidying general records such as invoices, protocols etc.
• Take responsibility for ensuring the staff areas remain tidy and clear of clutter, taking pride in the presentation of the building

Skills & Experience

Essential Criteria

Proven experience as a Personal Assistant or Medical Secretary

GCSE in at least Maths and English

Excellent written and verbal communication skills

Outstanding attention to detail

Ability to demonstrate a commitment to continuous improvement

Professional and personable in both appearance and manner

Ability to remain calm when under pressure

The ability to use initiative but also to know when to escalate

Experience of minute-taking

Touch typist minimum 50 wpm

Competence in using a range of Microsoft packages including Word, Outlook, PowerPoint

Desirable Criteria

Previous experience of working in a healthcare organisation

Experience of working with medical terminology

SUPPLEMENTAL INFORMATION COMMON TO ALL ROLES

STATUS OF THIS DOCUMENT

This job description is a guide to the work that you will initially be required to undertake.

It may be changed from time to time, in consultation with you, to meet changing circumstances.

It does not form part of your contract of employment.

Criminal Records Declaration

Newmedica is exempt from Rehabilitation of Offenders Act (1974) and we will ask applicants to disclose details of convictions, irrespective of whether they are spent or not.

Safeguarding

It is the responsibility of all Newmedica employees and contractors to fully comply with Newmedicas safeguarding policies and procedures. Individuals must ensure that they understand their role in protecting adults and children that may be at risk of abuse.

Person Specification

Experience

Essential

• Proven experience as a Personal Assistant or Medical Secretary
• GCSE in at least Maths and English
• Excellent written and verbal communication skills
• Outstanding attention to detail
• Ability to demonstrate a commitment to continuous improvement
• Professional and personable in both appearance and manner
• Ability to remain calm when under pressure
• The ability to use initiative but also to know when to escalate
• Experience of minute-taking
• Touch typist minimum 50 wpm
• Competence in using a range of Microsoft packages including Word, Outlook, PowerPoint

Desirable

• Previous experience of working in a healthcare organisation
• Experience of working with medical terminology

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.

Employer details

Employer name

New Medical Systems Ltd

Address

Newmedica Suffolk

Hadleigh Road

Ipswich

IP20EE

Employer's website

https://www.newmedica.co.uk/ (Opens in a new tab)