Job summary
20 hours per week - Maternity Cover
An exciting opportunity has become available to join the Child and Adolescent Mental Health Services (CAMHS) as a band 3 Medical Secretary/Administrator. Are you an experienced, highly flexible medical secretary or an enthusiastic administrator who enjoys working in a fast paced progressive environment, then we would be delighted to hear from you.
We are looking for a highly motivated individual with a willingness to learn and our preferred candidate
will be the medical secretary for the Child and Adolescent Mental Health Services (CAMHS) Psychiatry pathway which
is a team which sits within the CAMHS service. However, the post holder will
be required to support other teams within CAMHS with various duties dependant on
service demand. The applicant must be able to manage a pressured environment
and a requirement to work autonomously.
The successful candidate will demonstrate excellent
customer care skills, communication and organisational skills and good time
management with ability to work well under pressure and to tight deadlines.
NVQ3 or equivalent qualifications or substantial previous experience are
essential for this role.
This role may not be eligible for sponsorship under the Skilled Worker route.
Please note that Livewell may close the job advertisement earlier than the specified deadline.
All Livewell staff are expected to be able and willing to work across a 7 day service.
Main duties of the job
To deliver an
effective and competent level of secretarial and administrative support and
consistently deliver a client focussed service which promotes good customer
service and effective working relationships.
To be
responsible for providing daily secretarial and administrative support in the
allocated service area ensuring business priorities are met for example:
maintaining records, minute taking, data inputting and reception duties.
Typing of
confidential reports/letters; which may be supplied via hard copy and/or
dictation, (which may contain distressing information) as requested to meet
service needs.
Working
proactively to support team. Ability to work on own and proactively as part of
a team
To provide the day-to-day
supervision and line management of junior staff where appropriate.
The job description and person specification are an outline of the
tasks, responsibilities and outcomes required of the role. The job holder will
need to be flexible to carry out any other duties as may be reasonably required
by their line manager.
About us
Livewell Southwest is an independent, award-winning social enterprise delivering integrated health and social care services across Plymouth, South Hams, and West Devon, with specialist services in parts of Devon and Cornwall. Our teams work in community hospitals, GP practices, sports centres, and health hubs.
As an organisation with a strong social conscience we are guided by our values, kindness, respect, inclusivity, ambition, responsibility, and collaboration. We focus on transforming services to ensure sustainability, while empowering staff and those we serve.
We involve the people we care for, along with their families and carers, in shaping the care they receive, striving to deliver the right care at the right time and place. Centering our work on individual needs helps people lead healthy, independent lives.
We prioritise employees' development, offering protected CPD time, training pathways, leadership programs, and funding for qualifications like the Care Certificate and Nurse Training Scholarships. Our induction and preceptorship programs ensure a smooth transition into our organisation.
Livewell Southwest values diversity and encourages applications from all sections of the community, including those with armed forces experience, lived experience of mental health, neuro-diverse conditions and learning disabilities. If you need assistance or reasonable adjustments during the application process, contact the Recruiting Manager listed in the job advert.
Job description
Job responsibilities
To
arrange meetings and events on behalf of the service, making bookings where
necessary and ensuring all equipment and documentation is available, in
conjunction with line manager where required.
Respond
to telephone, email and written queries on behalf of the service area including
call handling where appropriate as
agreed with line manager.
To produce
informal and formal minutes as an accurate record of meetings, transcribing and
distributing as directed.
Maintain
accurate and timely electronic and hard copy information e.g. training logs using
organisational systems as directed (ensuring ease of access/retrieval as appropriate)
and in line with policies.
Supporting
operational staff to access management information; electronic and hard copy.
Collect and
collate data to enable managers to monitor budgets and performance in relation
to business support function with support of line manager.
Collect,
collate and prepare information for service area
users with support of line manager.
To
provide support to customer and visitor reception areas, acting as the first
point of enquiry and sign posting individual to relevant information / service.
Support the
management team to ensure that internal and external communication systems are
in place
Ensure that all
complaints, compliments, concerns, comments and suggestions are appropriately
recorded, and where possible resolved within level of role or escalated
appropriately, supporting junior staff where necessary.
Maximise
the use of electronic systems to enable effective management of the service
area such as Microsoft Office and patient record systems.
Be
compliant with the Data Protection and record management policies and
procedures with particular reference to confidentiality and safeguarding
issues.
Be
proactive and contribute ideas for improvement in the way the service is
delivered.
Able
to work on own initiative, prioritising work within defined policies and
procedures to set timescales.
Ensure
that all office support services e.g. post, filing, photo copying, are
delivered in a timely manner.
Promote
the image of the department, checking that notices and leaflets are up to date
& well presented.
Financial management
To
process and pass for payment all relevant invoices in a timely manner in
accordance with business process, with support of line manager
To
support the line manager with banking and remittance service (including petty
cash).
Monitor
stock e.g. stationery and order supplies and equipment as required within the
business area.
COMMUNICATIONS AND RELATIONSHIPS
One of the main aspects of this role is to liaise and build
positive working relationships with a variety of stakeholders such as; clinical
staff, schools, general practices, service users and all other appropriate
bodies.
Job description
Job responsibilities
To
arrange meetings and events on behalf of the service, making bookings where
necessary and ensuring all equipment and documentation is available, in
conjunction with line manager where required.
Respond
to telephone, email and written queries on behalf of the service area including
call handling where appropriate as
agreed with line manager.
To produce
informal and formal minutes as an accurate record of meetings, transcribing and
distributing as directed.
Maintain
accurate and timely electronic and hard copy information e.g. training logs using
organisational systems as directed (ensuring ease of access/retrieval as appropriate)
and in line with policies.
Supporting
operational staff to access management information; electronic and hard copy.
Collect and
collate data to enable managers to monitor budgets and performance in relation
to business support function with support of line manager.
Collect,
collate and prepare information for service area
users with support of line manager.
To
provide support to customer and visitor reception areas, acting as the first
point of enquiry and sign posting individual to relevant information / service.
Support the
management team to ensure that internal and external communication systems are
in place
Ensure that all
complaints, compliments, concerns, comments and suggestions are appropriately
recorded, and where possible resolved within level of role or escalated
appropriately, supporting junior staff where necessary.
Maximise
the use of electronic systems to enable effective management of the service
area such as Microsoft Office and patient record systems.
Be
compliant with the Data Protection and record management policies and
procedures with particular reference to confidentiality and safeguarding
issues.
Be
proactive and contribute ideas for improvement in the way the service is
delivered.
Able
to work on own initiative, prioritising work within defined policies and
procedures to set timescales.
Ensure
that all office support services e.g. post, filing, photo copying, are
delivered in a timely manner.
Promote
the image of the department, checking that notices and leaflets are up to date
& well presented.
Financial management
To
process and pass for payment all relevant invoices in a timely manner in
accordance with business process, with support of line manager
To
support the line manager with banking and remittance service (including petty
cash).
Monitor
stock e.g. stationery and order supplies and equipment as required within the
business area.
COMMUNICATIONS AND RELATIONSHIPS
One of the main aspects of this role is to liaise and build
positive working relationships with a variety of stakeholders such as; clinical
staff, schools, general practices, service users and all other appropriate
bodies.
Person Specification
Qualifications
Essential
- Educated to NVQ 3 in a relevant subject or equivalent level of qualifications or significant equivalent previous experience and knowledge
- RSA II typing or equivalent qualification or significant equivalent previous experience and knowledge
Desirable
- NVQ 3 in Business Administration or equivalent
- Knowledge of SystmOne.
Experience
Essential
- Substantial experience of working in an administrative environment using computerised data systems.
- Experience of supervising other staff members
Desirable
- Knowledge of SystmOne.
- Understanding of Data Protection legislation
- Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
Knowledge
Essential
- Working knowledge of Microsoft Office including Word and Excel
- Understanding of confidentiality & data protection act
- Able to build effective working relationships with customers and colleagues/staff
Desirable
- Knowledge of SystmOne.
- Understanding of Data Protection legislation
- Understanding of healthcare services and national requirements in inpatient and outpatient booking systems
Skills & Abilities
Essential
- Good communication skills - writing, typing, data entry and telephone skills ensuring accuracy.
- Ability to communicate verbally and in writing to a good level (face to face and over the telephone)
- Ability to prioritise own workload
- Ability to work effectively as part of a team.
- Ability to use initiative organising own workload to set deadlines within the scope of role
- Organised, efficient and accurate
- Flexible and adaptable willing to learn new skills
- Able to analyse problems and initiate appropriate solutions effectively
- Able to apply tact and sensitivity to establish trust and support
Person Specification
Qualifications
Essential
- Educated to NVQ 3 in a relevant subject or equivalent level of qualifications or significant equivalent previous experience and knowledge
- RSA II typing or equivalent qualification or significant equivalent previous experience and knowledge
Desirable
- NVQ 3 in Business Administration or equivalent
- Knowledge of SystmOne.
Experience
Essential
- Substantial experience of working in an administrative environment using computerised data systems.
- Experience of supervising other staff members
Desirable
- Knowledge of SystmOne.
- Understanding of Data Protection legislation
- Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
Knowledge
Essential
- Working knowledge of Microsoft Office including Word and Excel
- Understanding of confidentiality & data protection act
- Able to build effective working relationships with customers and colleagues/staff
Desirable
- Knowledge of SystmOne.
- Understanding of Data Protection legislation
- Understanding of healthcare services and national requirements in inpatient and outpatient booking systems
Skills & Abilities
Essential
- Good communication skills - writing, typing, data entry and telephone skills ensuring accuracy.
- Ability to communicate verbally and in writing to a good level (face to face and over the telephone)
- Ability to prioritise own workload
- Ability to work effectively as part of a team.
- Ability to use initiative organising own workload to set deadlines within the scope of role
- Organised, efficient and accurate
- Flexible and adaptable willing to learn new skills
- Able to analyse problems and initiate appropriate solutions effectively
- Able to apply tact and sensitivity to establish trust and support
Additional information
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).
