Job summary
Oldham Early Intervention Team are looking to recruit a medical secretary who is friendly and approachable, with great communication skills, who can promote change and efficiency. As well as being a helpful team player, the postholder will need to work autonomously, prioritise workload, and supervise the administrative team.
Main duties of the job
This role involves secretarial duties for the consultant psychiatrist, line management to the admin team, and to support the ongoing development of the service.
The post holder will undertake general office duties including typing of medical and other correspondence. They will be responsible for the management of administrative duties within their area of work and offer managerial supervision to the members of the administrative team.
About us
We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.
Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We're really proud of our#PennineCarePeopleand do everything we can to make sure we're a great place to work.
All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.
If you come and work for us we will offer a range of benefits and opportunities, including:
- Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
- Flexible working opportunities to support your work/life balance
- Access to Continued Professional Development
- Involvement in improvement and research activities
- Health and Wellbeing activities and access to an excellent staff wellbeing service
- Access to staff discounts across retail, leisure and travel
Job description
Job responsibilities
Provide a systematic and efficient team support service on a daily basis for relevant health professionals and their teams.To manage the diaries of identified team members and to be responsible for planning and co-ordinating day to day activities by scheduling meetings, appointments and clinical commitments.To assist in managing and maintaining the departmental systems ensuring accuracy and validation of all data that supports the delivery of clinical services.To provide support to the Medical Consultants and manage, co-ordinate and organise the day to day administrative and operational activities within the team ensuring a high quality service.To act as point of contact in dealing with complex telephone calls and enquiries; and to promptly, efficiently and tactfully deal with queries and complaints from patients / carers, referring on as necessary.To link in and co-ordinate with other departments and organisations internally and externally to represent PCFT, where appropriate.To assist in the coordination of relevant projects throughout planning, development and implementation.To support the Team Manager in service improvement and develop/revise standard operating procedures in conjunction with colleagues where appropriate.To be responsible for the maintenance and security of all manual and electronic filing systems.To ensure at all times that the office is adequately covered and where necessary, work flexibly to cover secretarial/administrative duties in the absence of colleagues and where appropriate, deputise for your line manager.Assist the Team Manager to undertake risk assessments and associated activity across the service.Oversee the ordering and distribution of stock and non-stock items, ensuring adequate supplies are available and ensuring accurate recording for audit purposes.Collect, collate, input and extract data into/from NHS systems as directed by Team Manager (National Care Records Service /Clinical Systems, SMART, CHIS, Electronic Staffing Records, Team activity, referral/discharge stats).Responsibility for running Data Quality Reports (DQMT) to ensure regular Data cleansing is undertaken ensuring accuracy and validation of information inputted on systems to support submissions to CCG/NHSELine Manager functions: participate in recruitment & selection exercises, implement staff performance monitoring, ensure mandatory training is up to date for team members, provide appropriate training & induction for new staff, supervise administrative staff and carry out meaningful staff appraisal (IPDR).To ensure at all times that the office is adequately covered and where necessary, work flexibly to cover secretarial/administrative duties in the absence of colleagues.Prepare agendas, assemble meeting papers, and take minutes of meetings as required, including follow up actions. Attend and chair meetings when appropriate.To draft formal letters and papers on behalf of team members where appropriate.Audio-typing and copy typing of clinic letters where appropriate.
Job description
Job responsibilities
Provide a systematic and efficient team support service on a daily basis for relevant health professionals and their teams.To manage the diaries of identified team members and to be responsible for planning and co-ordinating day to day activities by scheduling meetings, appointments and clinical commitments.To assist in managing and maintaining the departmental systems ensuring accuracy and validation of all data that supports the delivery of clinical services.To provide support to the Medical Consultants and manage, co-ordinate and organise the day to day administrative and operational activities within the team ensuring a high quality service.To act as point of contact in dealing with complex telephone calls and enquiries; and to promptly, efficiently and tactfully deal with queries and complaints from patients / carers, referring on as necessary.To link in and co-ordinate with other departments and organisations internally and externally to represent PCFT, where appropriate.To assist in the coordination of relevant projects throughout planning, development and implementation.To support the Team Manager in service improvement and develop/revise standard operating procedures in conjunction with colleagues where appropriate.To be responsible for the maintenance and security of all manual and electronic filing systems.To ensure at all times that the office is adequately covered and where necessary, work flexibly to cover secretarial/administrative duties in the absence of colleagues and where appropriate, deputise for your line manager.Assist the Team Manager to undertake risk assessments and associated activity across the service.Oversee the ordering and distribution of stock and non-stock items, ensuring adequate supplies are available and ensuring accurate recording for audit purposes.Collect, collate, input and extract data into/from NHS systems as directed by Team Manager (National Care Records Service /Clinical Systems, SMART, CHIS, Electronic Staffing Records, Team activity, referral/discharge stats).Responsibility for running Data Quality Reports (DQMT) to ensure regular Data cleansing is undertaken ensuring accuracy and validation of information inputted on systems to support submissions to CCG/NHSELine Manager functions: participate in recruitment & selection exercises, implement staff performance monitoring, ensure mandatory training is up to date for team members, provide appropriate training & induction for new staff, supervise administrative staff and carry out meaningful staff appraisal (IPDR).To ensure at all times that the office is adequately covered and where necessary, work flexibly to cover secretarial/administrative duties in the absence of colleagues.Prepare agendas, assemble meeting papers, and take minutes of meetings as required, including follow up actions. Attend and chair meetings when appropriate.To draft formal letters and papers on behalf of team members where appropriate.Audio-typing and copy typing of clinic letters where appropriate.
Person Specification
Education / Qualifications
Essential
- Educated to GCSE Level or equivalent
- ECDL training or equivalent
- AMSPAR qualification
- NVQ 4 Level qualification or equivalent experience
Desirable
- Customer care training
- NVQ Level 3 in Business Admin / Management
Experience
Essential
- Previous NHS experience
- Previous experience of administrator and supervisor role
- Experience of dealing with complex inquiries that require further investigation and identification of a resolution.
- Experience of using information technology, including word, excel and power point.
- Previous experience in managing own workload and able to prioritise effectively.
- Experience of supervising staff
- Experience of liaising effectively with a range of agencies, clinical and non-clinical.
- Knowledge or Experience of the departmental service.
Knowledge
Essential
- Knowledge of a full range of administrative and organisational policies and procedures.
Skills and Abilities
Essential
- Excellent communication verbal and written skills
- Excellent IT skills
- Good interpersonal skills
- Self-motivated and able to act on own initiative but recognise when additional advice is required.
- Able to develop close working partnerships with individuals, teams and other agencies
- Ability to work to deadlines
- Decision making skills
- Excellent organisational and planning skills
- Ability to demonstrate tact and diplomacy
- Ability to work as part of a team.
- Ability to communicate in an appropriate manner to all staff and members of the public.
- Ability to maintain information in a confidential and secure manner.
- Produce reports and analyse them at an operational level
Desirable
- Shorthand experience / qualification
- Audio typing experience / qualification
Work Related Circumstances
Essential
- Willing to undertake training required to carry out the job.
- Use of a car or access to a means of mobility to travel across the Trust footprint in line with service needs
- Willing to carry out all duties and responsibilities of the post in accordance with the Trust's Equal Opportunities and Equality and Diversity policies
- Appointments to regulated and controlled activities require an enhanced DBS disclosure.
Person Specification
Education / Qualifications
Essential
- Educated to GCSE Level or equivalent
- ECDL training or equivalent
- AMSPAR qualification
- NVQ 4 Level qualification or equivalent experience
Desirable
- Customer care training
- NVQ Level 3 in Business Admin / Management
Experience
Essential
- Previous NHS experience
- Previous experience of administrator and supervisor role
- Experience of dealing with complex inquiries that require further investigation and identification of a resolution.
- Experience of using information technology, including word, excel and power point.
- Previous experience in managing own workload and able to prioritise effectively.
- Experience of supervising staff
- Experience of liaising effectively with a range of agencies, clinical and non-clinical.
- Knowledge or Experience of the departmental service.
Knowledge
Essential
- Knowledge of a full range of administrative and organisational policies and procedures.
Skills and Abilities
Essential
- Excellent communication verbal and written skills
- Excellent IT skills
- Good interpersonal skills
- Self-motivated and able to act on own initiative but recognise when additional advice is required.
- Able to develop close working partnerships with individuals, teams and other agencies
- Ability to work to deadlines
- Decision making skills
- Excellent organisational and planning skills
- Ability to demonstrate tact and diplomacy
- Ability to work as part of a team.
- Ability to communicate in an appropriate manner to all staff and members of the public.
- Ability to maintain information in a confidential and secure manner.
- Produce reports and analyse them at an operational level
Desirable
- Shorthand experience / qualification
- Audio typing experience / qualification
Work Related Circumstances
Essential
- Willing to undertake training required to carry out the job.
- Use of a car or access to a means of mobility to travel across the Trust footprint in line with service needs
- Willing to carry out all duties and responsibilities of the post in accordance with the Trust's Equal Opportunities and Equality and Diversity policies
- Appointments to regulated and controlled activities require an enhanced DBS disclosure.
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).
