Job summary
25.5 hours per week
To ensure the
delivery of an effective and competent level of administrative support and
consistently deliver a client focussed service which promotes good customer
service and effective working relationships.
To be responsible for
managing daily 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.
To develop ways in
which key work streams are developed and manage projects within the service
area.
As Medical Secretary Manager, you will be expected to use your own initiative to manage changing
service needs. You will engage with other managers to ensure that the
administrative support is provided to meet operational needs.
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.
This role may not be eligible for sponsorship under the Skilled Worker route.
Main duties of the job
Responsibility for
People Management
Provide the line
management responsibilities of junior staff where appropriate, including
performance management, absence management and appraisal
Lead
on recruitment and selection of administrative staff and support other managers
with recruitment processes
Develop workforce by
providing induction, in-post training, and updates for relevant staff
Responsibility for financial and/or physical resources
To authorise orders
and payments in accordance with business processes
To maintain and
monitor stock levels
Provide support for
purchasing within own department and where required, others
Responsibility for administration
To
ensure an effective contact service for the public/clients that is efficient
and professional, which will include managing staff resources to ensure
effective cover
Promote
the image of the organisation and services by ensuring that all information and
communication is up to date and suitably presented
Take
responsibility for ensuring that internal and external communication systems
are fit for purpose
Ensure
that all complaints, compliments, concerns, comments are
appropriately recorded, and where possible resolved within level of role or
escalated appropriately
Please note that Livewell may close the job advertisement earlier than the specified deadline. Therefore, we recommend you submit your application at the earliest opportunity.
All Livewell staff are expected to be able and willing to work across a 7-day service.
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
Responsibility for People Management
- Provide the line management responsibilities of junior staff where appropriate, including performance management, absence management and appraisal
- Lead on recruitment and selection of administrative staff and support other managers with recruitment processes
- Develop workforce by providing induction, in-post training, and updates for relevant staff
5.2 Responsibility for financial and/or physical resources
- To authorise orders and payments in accordance with business processes
- To maintain and monitor stock levels
- Provide support for purchasing within own department and where required, others
- Recording of consultant travel expenses
5.3 Responsibility for administration
To ensure an effective contact service for the public/clients that is efficient and professional, which will include managing staff resources to ensure effective cover
Promote the image of the organisation and services by ensuring that all information and communication is up to date and suitably presented
Be responsible for all of the Consultants incoming mail and e-mails, whilst using discretion to deal appropriately with any mail that does not require the Consultants perusal.
To provide an efficient audio (rarely used now)/copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, etc. in an accurate and quality manner.
Take responsibility for ensuring that internal and external communication systems are fit for purpose
- Record and monitor the Consultants attendance/absence in own diary. Apply to the appropriate parties for approval of leave and obtain Consultant cover. Arrange changes to the Consultant Duty Rota as necessary and again notify all parties of such changes.
- Provide secretarial support for the Junior Doctors working with the Consultants following outpatients clinics
- Recording of large amounts of information relating to staff contact with patients onto Livewell Southwest database (SystmOne) on a daily basis.
- Generating reports and scans from these lists
Provide an efficient and accurate secretarial service to the Consultant and to ensure the Consultants diary of appointments is updated and confirmed with him/her on a daily basis, use discretion to make changes and communicating the changes whenever necessary.
Ensure that all complaints, compliments, concerns, comments, and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately
To retrieve medical records and assist the completion of medical/insurance records.
Respond to telephone, email, and written queries on behalf of the service area including call handling where appropriate
Manage appointments, meetings, and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available
To produce agendas and minutes for high level and confidential meetings, transcribing and distributing as necessary
Analyse data to enable managers to monitor budgets and performance in relation to business support function
Collate information; prepare reports and presentations pertaining to the service area at the request of the service manager
To provide cover for members of the secretarial team during periods of sickness and annual leave.
Produce information for service area users with support of service managers
Ensure that the corporate support function complies with all Livewell policies and procedures including Data Protection, confidentiality, Health and Safety, security and safeguarding
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
Manage specific projects as requested by the service manager and provide updates on progress
Co-ordinate Health and Safety within the service area, reporting faults and ensuring that work is undertaken
Ensure that fire safety policies are adhered to within the service area
Organise data collection to support research and development
Responsibility for people who use our services
Contact with service users/patients needing support with their clinics or contacting the relevant consultant
- Aim to meet the needs of our patients and partners in care
- Use initiative to enhance care in innovative and imaginative ways
- Respect individual cultural differences; challenge bias & prejudice
- Provide a high quality and safe service for patients
- Maintain privacy and ensure confidential information is kept safe
Question poor practice, process & behaviour
Manage clinic letters, clinic arrangements and provide support to consultants and take lead on referral management for services offered.
5.5 Responsibility for implementation of policy and/or service developments
The post holder will be expected to look for continuous improvement in the Medical Secretary team service to already existing procedures as well as looking to implement new
Develop specific procedures to ensure smooth day to day operations and improve the service delivery.
5.6 Other Responsibilities
The post holder is responsible for updating the daily reporting of the services to the relevant senior management and consultants.
The post holder will need to ensure that all requests are followed through, and outcomes are recorded on the relevant forms or systems
Ensuring that the relevant teams have all the right information at the right time and that they have the right tools to complete the required task, this may involve researching and providing the evidence to support the need
Job description
Job responsibilities
Responsibility for People Management
- Provide the line management responsibilities of junior staff where appropriate, including performance management, absence management and appraisal
- Lead on recruitment and selection of administrative staff and support other managers with recruitment processes
- Develop workforce by providing induction, in-post training, and updates for relevant staff
5.2 Responsibility for financial and/or physical resources
- To authorise orders and payments in accordance with business processes
- To maintain and monitor stock levels
- Provide support for purchasing within own department and where required, others
- Recording of consultant travel expenses
5.3 Responsibility for administration
To ensure an effective contact service for the public/clients that is efficient and professional, which will include managing staff resources to ensure effective cover
Promote the image of the organisation and services by ensuring that all information and communication is up to date and suitably presented
Be responsible for all of the Consultants incoming mail and e-mails, whilst using discretion to deal appropriately with any mail that does not require the Consultants perusal.
To provide an efficient audio (rarely used now)/copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, etc. in an accurate and quality manner.
Take responsibility for ensuring that internal and external communication systems are fit for purpose
- Record and monitor the Consultants attendance/absence in own diary. Apply to the appropriate parties for approval of leave and obtain Consultant cover. Arrange changes to the Consultant Duty Rota as necessary and again notify all parties of such changes.
- Provide secretarial support for the Junior Doctors working with the Consultants following outpatients clinics
- Recording of large amounts of information relating to staff contact with patients onto Livewell Southwest database (SystmOne) on a daily basis.
- Generating reports and scans from these lists
Provide an efficient and accurate secretarial service to the Consultant and to ensure the Consultants diary of appointments is updated and confirmed with him/her on a daily basis, use discretion to make changes and communicating the changes whenever necessary.
Ensure that all complaints, compliments, concerns, comments, and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately
To retrieve medical records and assist the completion of medical/insurance records.
Respond to telephone, email, and written queries on behalf of the service area including call handling where appropriate
Manage appointments, meetings, and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available
To produce agendas and minutes for high level and confidential meetings, transcribing and distributing as necessary
Analyse data to enable managers to monitor budgets and performance in relation to business support function
Collate information; prepare reports and presentations pertaining to the service area at the request of the service manager
To provide cover for members of the secretarial team during periods of sickness and annual leave.
Produce information for service area users with support of service managers
Ensure that the corporate support function complies with all Livewell policies and procedures including Data Protection, confidentiality, Health and Safety, security and safeguarding
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
Manage specific projects as requested by the service manager and provide updates on progress
Co-ordinate Health and Safety within the service area, reporting faults and ensuring that work is undertaken
Ensure that fire safety policies are adhered to within the service area
Organise data collection to support research and development
Responsibility for people who use our services
Contact with service users/patients needing support with their clinics or contacting the relevant consultant
- Aim to meet the needs of our patients and partners in care
- Use initiative to enhance care in innovative and imaginative ways
- Respect individual cultural differences; challenge bias & prejudice
- Provide a high quality and safe service for patients
- Maintain privacy and ensure confidential information is kept safe
Question poor practice, process & behaviour
Manage clinic letters, clinic arrangements and provide support to consultants and take lead on referral management for services offered.
5.5 Responsibility for implementation of policy and/or service developments
The post holder will be expected to look for continuous improvement in the Medical Secretary team service to already existing procedures as well as looking to implement new
Develop specific procedures to ensure smooth day to day operations and improve the service delivery.
5.6 Other Responsibilities
The post holder is responsible for updating the daily reporting of the services to the relevant senior management and consultants.
The post holder will need to ensure that all requests are followed through, and outcomes are recorded on the relevant forms or systems
Ensuring that the relevant teams have all the right information at the right time and that they have the right tools to complete the required task, this may involve researching and providing the evidence to support the need
Person Specification
Specific skills
Essential
- Excellent verbal and written communication skills.
- Able to use judgement and initiative to provide information and support
- Accurate and fast typing and data entry skills.
- Ability to manage and lead a team and work within wider teams.
- Able to analyse problems and initiate appropriate solutions effectively
- Able to apply tact and sensitivity to establish trust and support
- Ability to use own initiative to organise own workload and that of others, setting deadlines and ensuring these are met.
- Able to compose and transcribe minutes, correspondence and reports
- Effective time management skills.
- Empathetic approach to managing and resolving enquiries
- Flexibility to meet competing demands within the working day.
- Able to manage difficult and distressing situations effectively.
- Flexible and adaptable, ability to learn new skills and develop role.
- Able to work as part of a team
Additional Requirements
Essential
- An understanding of digitalised working
Experience
Essential
- Experience of supervising other staff members.
- Ability to handle confidential information with discretion
- Significant previous experience of working in a senior administrative or supervisory role
- Experience of working in a customer facing role.
- Decision making and resolving complex work-related issues
Desirable
- Recent experience of working in a health care provider office environment.
Qualifications
Essential
- Educated to NVQ 4 in an administrative related subject or equivalent level of qualifications or significant equivalent knowledge, skills and previous experience.
- GCSE grade A to C in English and Maths
Desirable
- Supervisory qualification
- RSAIII equivalent typing / word processing including audio typing.
Knowledge
Essential
- Thorough working knowledge of Microsoft Office packages, i.e. Outlook, Word, Excel, etc.
- Excellent understanding of general office working procedures.
Desirable
- Knowledge of SystmOne.
- Understanding of Data Protection legislation
- Awareness of current issues within the NHS.
- Understanding of healthcare services and national requirements in
- inpatient and outpatient booking systems.
Person Specification
Specific skills
Essential
- Excellent verbal and written communication skills.
- Able to use judgement and initiative to provide information and support
- Accurate and fast typing and data entry skills.
- Ability to manage and lead a team and work within wider teams.
- Able to analyse problems and initiate appropriate solutions effectively
- Able to apply tact and sensitivity to establish trust and support
- Ability to use own initiative to organise own workload and that of others, setting deadlines and ensuring these are met.
- Able to compose and transcribe minutes, correspondence and reports
- Effective time management skills.
- Empathetic approach to managing and resolving enquiries
- Flexibility to meet competing demands within the working day.
- Able to manage difficult and distressing situations effectively.
- Flexible and adaptable, ability to learn new skills and develop role.
- Able to work as part of a team
Additional Requirements
Essential
- An understanding of digitalised working
Experience
Essential
- Experience of supervising other staff members.
- Ability to handle confidential information with discretion
- Significant previous experience of working in a senior administrative or supervisory role
- Experience of working in a customer facing role.
- Decision making and resolving complex work-related issues
Desirable
- Recent experience of working in a health care provider office environment.
Qualifications
Essential
- Educated to NVQ 4 in an administrative related subject or equivalent level of qualifications or significant equivalent knowledge, skills and previous experience.
- GCSE grade A to C in English and Maths
Desirable
- Supervisory qualification
- RSAIII equivalent typing / word processing including audio typing.
Knowledge
Essential
- Thorough working knowledge of Microsoft Office packages, i.e. Outlook, Word, Excel, etc.
- Excellent understanding of general office working procedures.
Desirable
- Knowledge of SystmOne.
- Understanding of Data Protection legislation
- Awareness of current issues within the NHS.
- Understanding of healthcare services and national requirements in
- inpatient and outpatient booking systems.
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).
