Job summary
An exciting opportunity has arisen for an experienced Medical Secretary to work 22.5 hours a week in the Grantham Community Mental Health Team based at the Sycamore Centre in Grantham. The successful candidate will ideally have a background in working in mental health services and a keen interest in delivering a sensitive response to service users and their families/ carers.
The successful candidate will be required to demonstrate a high level of administrative skills and personal qualities to assist in supporting our Consultant Psychiatrists, junior colleagues and the extended care team.
We are looking for an individual who is dynamic, passionate and committed to achieving quality outcomes that will ensure above all else the needs of every service user are paramount in all that we do.
We will expect the successful candidate to be proficient at organising appointments and the Consultant's diary, prioritising their work, as well as using clinical systems to accurately track the progress of the service users through the service. We will provide clinical systems training.
We will make a commitment of ensuring the successful candidate is provided with high quality supervision, mentoring and training to support their development, gaining the knowledge and skills to succeed.
For further details please contact Dawn Pulling Team Manager on 01476 464943 or d.pulling@nhs.net
Main duties of the job
To produce accurate, high quality medical correspondence
Use own initiative to organise, prioritise and co-ordinator workload ensuring that deadlines are met.
Handle incoming and outgoing telephone calls to the consultant in a polite and efficient manner. Receive and deal with telephone enquiries, responding appropriately to callers including high risk, abusive, threatening, depressed, suicidal and vulnerable clients and carers. Maintain strict confidentiality at all times.
To maintain diaries, electronic and paper, to both maximise and ensure most effective user of consultants and junior team member's times. Arrange appointments and meetings. Ability to deal with short notice planning and last minute changes.
Filing reports, clinic/discharge letters, patients' correspondence ensuring correct action undertaken where appropriate.
To arrange outpatient appointments where required ensuring all referrals are appropriately actioned within the Trusts Outpatient and Waiting List Policies
Use of Clinical Systems as regards functions that have been assigned to the post.
Photocopying, fax and shred as required.
Book, co ordinate and take minutes for professionals meetings that are requested by Consultant Psychiatrist.
About us
Lincolnshire Partnership NHS Foundation Trust provides mental health services and a number of learning disability, autism and social care services in the county of Lincolnshire. Employing around 2,900 staff, and serving a population of over 768,400, our people lie at the heart of everything we do.
You could be part of a Trust rated by staff as one of the best mental health and learning disability trusts in England. We firmly believe the key to high quality care is a contented workforce. This is reflected in our Care Quality Commission rating of 'outstanding' for well-led and 'good' overall. In the most recent National NHS Staff Survey, our staff rated us as the number one trust nationally for staff morale and one of the top scoring NHS Trusts in the Midlands for being compassionate and inclusive. We're really proud of this!
We offer options for flexible working and provide a wide range of training and promotion opportunities in all professions. We support and celebrate diversity, have active staff networks groups and are always looking at what more we can do to support our staff.
Whether you're taking the first exciting steps in your career, itching for a new challenge or searching for a better place to raise a family, Lincolnshire has arange of rewarding health and social care careers in a county that's friendly, fascinating, affordable and brimming with everything you need to live a happy life.Visitbeinlincolnshire.comto find out more.
Job description
Job responsibilities
To produce accurate, high quality medical correspondence, often of a distressing and emotional nature, including letters, Mental Health Act reports, memoranda and other documents, many of which are non-routine, as required using audio/copying typing and word processing systems.
To develop and create reports using computer software.
Use own initiative to organise, prioritise and co-ordinator workload ensuring that deadlines are met.
There is often a need for prolonged concentration when producing reports etc, to meet deadlines. Work is often interrupted and can be unpredictable due to the nature of the client group.
Handle incoming and outgoing telephone calls to the consultant in a polite and efficient manner. Receive and deal with telephone enquiries, responding appropriately to callers including high risk, abusive, threatening, depressed, suicidal and vulnerable clients and carers. Maintain strict confidentiality at all times.
Record accurate messages and follow them up appropriately.
To deal face to face with clients seeking further help/information and to be aware of the needs of service users and deal in an appropriate manner with the users who are occasionally hostile, abusive and aggressive.
Deal with queries raised by patients, relatives, GPs or other healthcare professionals internally and externally to the hospital. These are often of a non-routine nature and involving complex issues such as medication and other clinical treatments, where there are barriers to understanding due to the nature of the client group.
To maintain diaries, electronic and paper, to both maximise and ensure most effective user of consultants and junior team members times. Arrange appointments and meetings. Ability to deal with short notice planning and last minute changes.
Receiving, prioritising and organising appropriate action/distribution of incoming and outgoing mail (including e-mail).
Maintain all case notes to provide a full and accurate record of the patients clinical progress. Have in place an efficient case note tracking system.
To be a point of contact for referral into the service, registering onto Trust Clinical Systems and organising appointments for initial assessments within NHS timescales. Actively implementing the partial booking system on the Access, Booking and Choice database for new referrals from GPs where appropriate.
Filing reports, clinic/discharge letters, patients correspondence ensuring correct action undertaken where appropriate.
To arrange outpatient appointments where required ensuring all referrals are appropriately actioned within the Trusts Outpatient and Waiting List Policies.
Record discharge data in accordance with Trusts Policy. Provide clinical coders with diagnostic information from the discharge summary. To ensure that outpatient appointment is arranged when a patient is discharged from the wards.
Supervise Clerical Assistants work when pertinent to the post-holders Consultant (if applicable to the Team Structure).
Use of Clinical Systems as regards functions that have been assigned to the post.
Photocopying, fax and shred as required.
Recognise the importance of maintaining strict confidentiality in respect of information regarding patients and adhere to the Data Protection Act.
Advise and assist junior medical staff within the Consultants team to enable them to settle into their posts smoothly.
Clinical Audit provide and assist in the provision of medical audit data.
Be aware of security systems provided on site for workers.
Introduce and implement new policies in relation to the smooth running of the medical secretarial department and the consultants team.
To comply with Health and Safety Policies, reporting all accidents and incidents to the appropriate manager.
Participate in the supervision and appraisal process as necessary.
Job description
Job responsibilities
To produce accurate, high quality medical correspondence, often of a distressing and emotional nature, including letters, Mental Health Act reports, memoranda and other documents, many of which are non-routine, as required using audio/copying typing and word processing systems.
To develop and create reports using computer software.
Use own initiative to organise, prioritise and co-ordinator workload ensuring that deadlines are met.
There is often a need for prolonged concentration when producing reports etc, to meet deadlines. Work is often interrupted and can be unpredictable due to the nature of the client group.
Handle incoming and outgoing telephone calls to the consultant in a polite and efficient manner. Receive and deal with telephone enquiries, responding appropriately to callers including high risk, abusive, threatening, depressed, suicidal and vulnerable clients and carers. Maintain strict confidentiality at all times.
Record accurate messages and follow them up appropriately.
To deal face to face with clients seeking further help/information and to be aware of the needs of service users and deal in an appropriate manner with the users who are occasionally hostile, abusive and aggressive.
Deal with queries raised by patients, relatives, GPs or other healthcare professionals internally and externally to the hospital. These are often of a non-routine nature and involving complex issues such as medication and other clinical treatments, where there are barriers to understanding due to the nature of the client group.
To maintain diaries, electronic and paper, to both maximise and ensure most effective user of consultants and junior team members times. Arrange appointments and meetings. Ability to deal with short notice planning and last minute changes.
Receiving, prioritising and organising appropriate action/distribution of incoming and outgoing mail (including e-mail).
Maintain all case notes to provide a full and accurate record of the patients clinical progress. Have in place an efficient case note tracking system.
To be a point of contact for referral into the service, registering onto Trust Clinical Systems and organising appointments for initial assessments within NHS timescales. Actively implementing the partial booking system on the Access, Booking and Choice database for new referrals from GPs where appropriate.
Filing reports, clinic/discharge letters, patients correspondence ensuring correct action undertaken where appropriate.
To arrange outpatient appointments where required ensuring all referrals are appropriately actioned within the Trusts Outpatient and Waiting List Policies.
Record discharge data in accordance with Trusts Policy. Provide clinical coders with diagnostic information from the discharge summary. To ensure that outpatient appointment is arranged when a patient is discharged from the wards.
Supervise Clerical Assistants work when pertinent to the post-holders Consultant (if applicable to the Team Structure).
Use of Clinical Systems as regards functions that have been assigned to the post.
Photocopying, fax and shred as required.
Recognise the importance of maintaining strict confidentiality in respect of information regarding patients and adhere to the Data Protection Act.
Advise and assist junior medical staff within the Consultants team to enable them to settle into their posts smoothly.
Clinical Audit provide and assist in the provision of medical audit data.
Be aware of security systems provided on site for workers.
Introduce and implement new policies in relation to the smooth running of the medical secretarial department and the consultants team.
To comply with Health and Safety Policies, reporting all accidents and incidents to the appropriate manager.
Participate in the supervision and appraisal process as necessary.
Person Specification
Qualifications
Essential
- GCSE or equivalent in English Grade A-C or 9-4 or level 2 Literacy.
- RSA III Typing and Audio or equivalent
- ECDL or equivalent
- NVQ 4 Business Administration or equivalent
Desirable
- AMSPAR
- Medical Terminology Certificate or experience
Experience
Essential
- Ability to take and produce formal minutes of a variety of meetings in both face to face settings and remotely
- Substantial experience in a Secretarial role
Desirable
- Experience of people with mental health problems
- Experience of working as part of a team in a busy office
- Diary Management including electronic diary management
- Previous experience in a medical or NHS setting
Skills
Essential
- Excellent organisational skills
- Ability to accept and manage change
- Must be reliable and to work under pressure and deadlines under own initiative
- Good time management skills and able to prioritise workload
- Approachable, adaptable and flexible
- Customer focused and self-motivated
- Good communication skills ensuring that service users, staff and carers are treated in a polite and efficient manner, using tact and confidentiality at all times.
Desirable
- Experience in a wide range of IT systems including Microsoft Teams and Rio
Person Specification
Qualifications
Essential
- GCSE or equivalent in English Grade A-C or 9-4 or level 2 Literacy.
- RSA III Typing and Audio or equivalent
- ECDL or equivalent
- NVQ 4 Business Administration or equivalent
Desirable
- AMSPAR
- Medical Terminology Certificate or experience
Experience
Essential
- Ability to take and produce formal minutes of a variety of meetings in both face to face settings and remotely
- Substantial experience in a Secretarial role
Desirable
- Experience of people with mental health problems
- Experience of working as part of a team in a busy office
- Diary Management including electronic diary management
- Previous experience in a medical or NHS setting
Skills
Essential
- Excellent organisational skills
- Ability to accept and manage change
- Must be reliable and to work under pressure and deadlines under own initiative
- Good time management skills and able to prioritise workload
- Approachable, adaptable and flexible
- Customer focused and self-motivated
- Good communication skills ensuring that service users, staff and carers are treated in a polite and efficient manner, using tact and confidentiality at all times.
Desirable
- Experience in a wide range of IT systems including Microsoft Teams and Rio
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.
